AdvLabDB/advlabdb/templates/docs/admin.jinja.html

<h2>Welcome</h2>
<p>Welcome to the administration part of AdvLabDB.</p>

<p>
    Disclaimer: The database design behind AdvLabDB with its tables is not trivial. But it should be very efficient after understanding it because it follows database design patterns to avoids duplications.
</p>

<p>
    Some tables like <a href="#part_student">Part Student</a> and <a href="#group_experiment">Group Experiment</a> are not intuitive at the first moment. The table <a href="#part_student">Part Student</a> for example can be confused with the table <a href="#student">Student</a>. Therefore, please <strong>read this documentation</strong> to understand all terms and relationships and familiarize yourself with this web interface.
</p>


<p>In the first section, menu items are explained. You can find some "How-To"s in the second chapter.</p>

<h2>Menu items</h2>
<p>In this section, you will find explanations to each menu item on the upper navigation bar.</p>

<h3 id="home">Home</h3>
<p>
    This is your home page. Here, you find a table with the number of <strong>missing</strong> experiment marks for every assistant in your <a href="#active_semester">active semester</a>. Assistants without missing experiment marks are not showed in the table.
</p>

<h3>Tables</h3>
<p>In this dropdown menu, you can find all tables of the database that you can administrate.</p>

<h4 id="student">Student</h4>
<p>
    This table contains all students in the database, not only those in your <a href="#active_semester">active semester</a>.
</p>

<p>You can use the search bar at the top to search for a student by name or email address</p>

<p>
    The table shows the <a href="#part_student">part students</a> of a student.
</p>

<p>You only have to create a student record in this table if the student is not in the database yet.</p>

<h5>Create/Edit</h5>
<ul>
    <li>The student number is the number assigned to a student from the university (Martikelnummer in German).</li>
    <li>The uni email is the email address from the university.</li>
    <li>
        The contact email is an optional email address that is preferred by the student. If the uni and contact email are equal, only the uni email is stored.
    </li>
    <li>You can optionally enter the topic and work group of the student's bachelor thesis</li>
    <li>
        The note field is free for you to enter any notes related to this student.
    </li>
</ul>

<h4 id="part_student">
    Part Student
</h4>
<p>
    This table shows all part student in your <a href="#active_semester">active semester</a>.
</p>

<p>
    A part student is a <a href="#student">student</a> that is doing a <a href="#part">part</a> ("BS1"/"Bachelor of Science 1" for example).
</p>

<p>
    Lets say the student Max is doing his second lab practicum in his bachelor of science program (part 2 in BS). Max would have only one record in the table <a href="#student">Student</a> anyway. Lets call the part of the first practicum "BS1" and that of the second practicum "BS2". He should have a Part Student record with the part "BS1", but he needs a second record for the part "BS2" now. Therefore, you would create a new Part Student record that refers to the Student record and part "BS2".
</p>

<p>
    You can put Max in an existing <a href="#group">group</a> or create one containing him later. The group has to be compatible with the part!
</p>

<p>
    The table also shows the experiment marks of the student in this part.
</p>

<p>
    Every part student has a final part mark shown in this table. The final part mark is calculated as explained in <a href="#experiment">Experiment</a>. Normally, this final part mark is the one relevant for the transcript of records of students.
</p>

<h4 id="group">
    Group
</h4>
<p>
    This table shows all groups in your <a href="#active_semester">active semester</a>.
</p>

<p>
    A group contains multiple <a href="#part_student">part students</a> that do <a href="#group_experiment">group experiments</a> together.
</p>

<h5>
    Conditions
</h5>
<ul>
    <li>
        A group can not be empty.
    </li>
    <li>
        The <a href="#part">part</a> of all <a href="#part_student">part students</a> in a group must have the same <a href="#program">program</a> which will be the program of the group.
    </li>
    <li>
        Every group has a unique set of <a href="#program">program</a> and number (BS and 1 for example) in a semester. Both are assigned automatically on creation.
    </li>
    <li>
        A <a href="#part_student">part student</a> has to be in a group to be able to do experiments. But a student can be alone in a group.
    </li>
</ul>

<h4 id="group_experiment">
    Group Experiment
</h4>
<p>
    This table shows all group experiments in your <a href="#active_semester">active semester</a>.
</p>

<p>
    A group experiment is a <a href="#semester_experiment">semester experiment</a> that is done by a <a href="#group">group</a>.
</p>

<p>
    This table also shows the related experiment marks of the <a href="#part_student">part students</a> in the related <a href="#group">group</a>.
</p>

<p>
    The column "Experiment Marks Missing" is automatically set to true if all related experiment marks are set by the assistant(s) of the related <a href="#semester_experiment">semester experiment</a>.
</p>

<p>
    After creating a group experiment, an <a href="#experiment_mark">experiment mark</a> is created for every <a href="#part_student">part student</a> in the related <a href="#group">group</a>. But an <a href="#experiment_mark">experiment mark</a> can be created manually if needed.
</p>

<h5>
    Create
</h5>
<ul>
    <li>
        Choose a group and a semester experiment from your <a href="#active_semester">active semester</a>.
    </li>
    <li>
        You can additionally directly add two <a href="#appointment">appointments</a> for this group experiment. But you can also create <a href="#appointment">appointments</a> manually later in the <a href="#appointment">Appointment</a> table.
    </li>
    <li>
        You can add an optional note to the group experiment, but this note is primarily meant for assistants that are responsible for the related <a href="#semester_experiment">semester experiment</a> to add their notes to this group experiment ("Protocol was submitted" for example).
    </li>
</ul>

<h4 id="appointment">
    Appointment
</h4>
<p>
    This table shows all appointments in your <a href="#active_semester">active semester</a>.
</p>

<p>
    You can create an appointment for a <a href="#group_experiment">group experiment</a> by specifying a date which can be changed by the assistant(s) of the related <a href="#semester_experiment">semester experiment</a> after communicating with the students. The date is only a first proposal.
</p>

<p>
    A "special" appointment means that the students prefer the appointment to be in the non-lecture period of the semester. This is not enforced internally.
</p>

<p>
    If the related <a href="#semester_experiment">semester experiment</a> only has one assistant, then this assistant is assigned automatically during creation. Otherwise, you have to assign one responsible assistant.
</p>

<h4 id="experiment_mark">
    Experiment Mark
</h4>
<p>
    This table shows all experiment marks in your <a href="#active_semester">active semester</a>.
</p>

<p>
    An experiment mark is assigned to a <a href="#part_student">part student</a> for one <a href="#group_experiment">group experiment</a>. Although students work in groups, they get individual marks, not group marks.
</p>

<p>
    After creating a <a href="#group_experiment">group experiment</a>, an experiment mark is created for every <a href="#part_student">part student</a> in the related <a href="#group">group</a>. But an experiment mark can be created manually if needed.
</p>

<p>
    Experiment marks consist of oral and protocol marks and are assigned by the responsible assistant(s). But admins can change marks, too. The columns "Assistant" and "Admin" keep track of the last assistant or admin that changed the experiment mark.
</p>

<p>
    The column "Final Experiment Mark" shows the automatically calculated student's final mark for this experiment. This mark is calculated with respect to the weights of the related <a href="#semester_experiment">semester experiment</a>.
</p>

<h4 id="experiment">
    Experiment
</h4>
<p>
</p>

<h4 id="semester_experiment">
    Semester Experiment
</h4>
<p>
</p>

<h4 id="semester">
    Semester
</h4>
<p>
</p>

<h4 id="part">
    Part
</h4>
<p>
</p>

<h4 id="assistant">
    Assistant
</h4>
<p>
</p>

<h4 id="admin">
    Admin
</h4>
<p>
</p>

<h4 id="user">
    User
</h4>
<p>
</p>

<h4 id="program">
    Program
</h4>
<p>
</p>

<h3 id="import">
    Import
</h3>
<p>
</p>

<h3 id="actions">
    Actions
</h3>
<p>
</p>

<h3 id="analysis">
    Analysis
</h3>
<p>
</p>

<h3 id="docs">
    Docs
</h3>
<p>
    This is a link which leads you to this page.
</p>

<h3 id="user_settings">
    User settings
</h3>
<p>
    In the user settings, You can change your active semester, user information and password. Don't forget to click on <em>Save</em> after changing any option.
</p>

<h4 id="active_semester">
    Active semester
</h4>
<p>
    An active semester is the semester you are working in. All shown experiment marks and appointments are in your active semester. By default as a new assistant, your active semester should be the latest semester.
</p>
<p>
    If you see a warning that you are in an old semester, then you should change your active semester in the user settings. You should only work in an old semester if there are still experiment marks to be set in the old semester.
</p>

<h4>
    User information
</h4>
<p>
    Make sure that the fields <em>Phone Number</em>, <em>Mobile Phone Number</em>, <em>Building</em> and <em>Room</em> are filled and up to date, especially if you are a new assistant.
</p>

<h4>
    Password
</h4>
<p>
    You can generate a new random password by checking the corresponding checkbox and then clicking on <em>Save</em>. You will be then logged out. Your new password is displayed above the login fields. Make sure that you save the password in a safe place. Using a free open source password manager like <a href="https://bitwarden.com/" target="_blank" rel="noopener">Bitwarden</a> or <a href="https://keepassxc.org/" target="_blank" rel="noopener">KeepassXC</a> is recommended.
</p>
<p>
    If you forget your password, you can reset it using the CLI on the server.
</p>

<h2>
    How-Tos
</h2>
<h3>
    Start a new semester
</h3>
<p>
</p>

<h3>
    Table related
</h3>
<h4>
    Create a record
</h4>
<p>
    You can create a record in almost all tables. To do so, click on the "Create" button at the top of a table. Then, fill the form and click on the "Save" button. Required fields are marks with a red star near their label.
</p>

<h4>
    Edit a record
</h4>
<p>
    You can edit records of almost all tables. To do so, click on the pen symbol on the left of a record. Then, fill the form and click on the "Save" button. Required fields are marks with a red star near their label.
</p>

<h4>
    Show record details
</h4>
<p>
    Almost all tables have an eye symbol near a record which shows details for that record. Some fields in this view are not shown in the table itself for horizontal space reasons.
</p>

<h4>
    Delete records
</h4>
<p>
    Almost all tables have a trash can symbol near records to delete them. Deleting a record is not recommended and often not possible because of database dependencies. If you really want to delete a record, then try to delete it by clicking on the trash can symbol. If you get any errors related to some dependency, then delete dependent records when you are sure about it and then try to delete the record again.
</p>

<h4>
    Go to record
</h4>
<p>
    If a record in a table contains records of other tables, then these records are highlighted as a link. Clicking on a record link takes you to its details. You can edit this record then by clicking on the edit button at the top if needed.
</p>

<h4>
    Sort by column
</h4>
<p>
    You can sort a table by a column by clicking on the column label if it is highlighted as a link. Clicking on the column label again sorts in descending order.
</p>

<h4>
    Apply table filter
</h4>
<p>
</p>

<h4>
    Export table
</h4>
<p>
</p>