TrackEd’s PDF tool saves a single PDF of the student profile, list view, or datawall you have on screen. It captures the current Found Set of students in their current sort order, with whatever profile slices or columns you have showing. The result is a single file you can print, email, or share with staff.
This article covers the PDF tool only. To save profiles into separate files per class, per Roll class, or per coach, see PDF Bundle – Saving data for staff. To send the same data out as an email instead of a file, see Email functionality.
In this article
Quick Start Guide
- Start on the Home page.
- Choose your cohort.
- Open the simple list view.
- Click the Roll heading at the top of the list to sort students by Roll class.
- Click Profile to return to the Profile page. The Found Set is now in Roll class order.
- Choose a pre-configured profile option from the orange section.
- Adjust any other profile settings if needed.
- Click the grey PDF button near the top right.
- Click Make PDF.
- The combined PDF saves into your TrackEd_Docs folder.
Training Video
- 0:01 PDF, Bundle and Email Overview: The three ways to save PDF information out of TrackEd and where this video fits.
- 0:18 Sorting Before You Save: Sorting by Roll class on the list page so the resulting PDF prints in a useful order.
- 0:51 The PDF Button and Default Behaviour: Saving a single PDF for the current Found Set with the profile options that are showing.
- 1:10 PDF Dialog Options: Found Set vs current student, margins, exclude photos, and individual PDF per student with file naming choices.
- 1:55 Interactive Notes and Email Admin: When to use interactive notes and what the Include Email Admin button does on the saved PDF.
- 2:45 Where Files Save: TrackEd_Docs folder location and the school-wide setting that controls it.
- 3:25 Saving From the Find Panel: Worked example using attendance band Red across the whole school.
- 4:20 Saving From Lists and Datawalls: The same PDF button on list views and datawalls saves the current view in the current sort order.
Detailed Guide
Sorting students before you save
Saving for the group or a single student
Margins and page layout
Excluding photos
One PDF per student
Interactive notes for digital workflows
The Include Email Admin button
Saving from Lists and Datawalls
Where your files save
De-identifying profiles before saving
Printing, sharing and bundling PDFs
How the PDF tool works
The PDF tool saves a single PDF file based on what is currently on screen. From the Profile page it saves one page per student in the Found Set, in the current sort order, using whatever profile slices are showing. From a list view or datawall it saves the current page layout for the same group of students.
This is different from the PDF Bundle tool, which splits the same data across multiple files (one per class, per Roll class, per coach, and so on). If you want a single file for a group, use PDF. If you want the group broken up into separate files, use PDF Bundle.
Sorting students before you save
If you plan to print and distribute profiles, sort the Found Set before you save so the pages come out in a useful order. The most common pattern is sorting by Roll class so each Roll class teacher gets their students in one contiguous block.
To sort by Roll class, open the simple list view, click the Roll heading at the top of the list, then click Profile to return to the Profile page. The same Found Set is now in Roll class order, with students within each Roll class sorted by last name then first name. Clicking through the profiles moves through 9A in full before stepping into 9B, 9C, and so on. The same approach works for any other sort: click any list heading first, then return to the Profile page.
Saving for the group or a single student
Click the grey PDF button at the top of the Profile page to open the PDF dialog. The default option saves a PDF of the Found Set, one page per student. Switch to the current student option if you only want a single profile, for example when preparing for a meeting about one student.
The Found Set can be any group of students you can produce in TrackEd. The Find panel makes this flexible. Find current students with attendance band Red and you might pull 82 students from across the whole school. Sort that group by year level, switch the profile to your attendance conversation slice, and the saved PDF contains all 82 students grouped by year level with the data you need for the conversation.
Margins and page layout
The PDF dialog offers two margin options. Full page uses the maximum print area and is the default. Larger margins for binding leaves extra space on the inside edge for hole punching or spine binding. Use Full page unless you know the profiles are going into a bound document.
Excluding photos
Tick Exclude photos in the PDF dialog to leave student photos out of the saved file. This makes the file noticeably smaller and is useful if you are emailing the PDF or saving across a large cohort where file size matters. Otherwise, leave it unticked so the photos remain on each profile.
One PDF per student
The PDF grouping option controls whether the Found Set saves as a single combined file or as one file per student. Switch to Individual PDF per student when you want separate files, for example to upload one PDF per student to a SharePoint folder or to attach individual profiles to student records.
When you choose individual files, a file naming option appears. The three available formats are:
- Student ID
- Roll class, last name, first name, student ID, date
- Last name, first name, date
Pick the format that matches how the files will be sorted, searched, or attached at the other end. If the destination system reads student IDs, choose the Student ID option. If staff need to scan a folder visually, the Roll class option groups files naturally.
Interactive notes for digital workflows
The Make notes interactive option turns any notes boxes on the profile into editable text fields in the saved PDF. The reader can open the file and type directly into those boxes without needing TrackEd. This is useful when you are sending a profile out for someone to fill in, for example a digital coaching template or a parent feedback form.
The Include Email Admin button
The Include Email Admin option adds a small email button to the top of the saved PDF. When the reader clicks it, their email client opens a pre-addressed message back to you. Set the email address, subject line, and default message text in the PDF dialog before saving.
This is most useful when you are distributing interactive PDFs for someone to complete and return. The recipient fills in the interactive notes, clicks the email button, and the file comes back addressed correctly without them needing to know your email address.
Saving from Lists and Datawalls
The same grey PDF button appears on list views and datawalls. On a list view, the saved PDF contains the current columns in the current sort order for the current Found Set. Switch to a different list view first if you want different columns in the output.
On a datawall, the PDF captures the current sort order and the data currently visible on the selected datawall.
Where your files save
Every PDF that TrackEd saves lands in your TrackEd_Docs folder. By default this folder lives on your desktop. If it is not there, check your Documents folder or the D drive. Those are the two other common locations.
The save location is a school-wide setting. Schools can switch it from the desktop to Documents or to the D drive, but the change affects everyone at the school. The recommendation is to pick one location and stick with it so staff can predict where their files will appear.
De-identifying profiles before saving
TrackEd has a de-identify mode that hides student names and photos on the profile. Turn it on before saving when you need a profile without identifying details. Common uses include sending a support request to TrackEd, building staff training resources, or running an internal demonstration. Pair it with an archived student to produce a fully anonymous example profile.
Printing, sharing and bundling PDFs
Once the PDF is saved into TrackEd_Docs you can print it, attach it to an email, or upload it to a shared drive like any other file. If you want TrackEd to handle the email step, the Email functionality feature sends profiles directly to students, parents, or staff without saving a file first.
If you need the Found Set split across multiple files (one per class, per Roll class, per coach, or per timetabled subject), switch to the PDF Bundle tool. See PDF Bundle – Saving data for staff for the full set of grouping options.
Frequently Asked Questions
Q: Where does my PDF save?
A: Into your TrackEd_Docs folder. The default location is the desktop, but schools can move it to Documents or the D drive. Check those three locations if you cannot find a saved file.
Q: Can I save a PDF for just one student?
A: Yes. In the PDF dialog, switch from the Found Set option to the current student option before clicking Make PDF.
Q: Why is my PDF taking so long to save?
A: Check whether the Make Notes Interactive option is ticked. Interactive PDFs save twice (once to generate the file, then again to overlay the interactive boxes), so the total time is roughly double. Untick the option if you are only printing the profile.
Q: Can I save one PDF for each student instead of one combined file?
A: Yes. Switch the PDF grouping option to Individual PDF per student and pick one of the three file naming formats before clicking Make PDF.
Q: Can I save a PDF that splits a cohort by class or Roll class automatically?
A: Not with the PDF tool. The PDF tool produces a single file. For automatic splits by class, Roll class, coach, or timetabled subject, use PDF Bundle – Saving data for staff.
Q: Can I email the saved PDF directly from TrackEd?
A: The PDF tool itself saves a file. To send profiles by email instead, use the email tab on the Profile page. See Email functionality for the full workflow.
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