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Setting Up Filtering Reports and Alerts in School Manager

This article is for IT support and filtering administrators.

School Manager’s Reports and Alerts are automated emails to help your IT staff, teachers, and administrators to see trends in your users’ online activities or any potential risks your users’ may be having.

Important

We recommend you configure alerts only for the students needing additional support in their digital-wellbeing journey. Realtime alerts can be distracting and time consuming for schools to respond to. In addition to limiting the alerts, we recommend you edit or delete all existing realtime notifications before the start of each school year.

Caution

You can add any email address, including the addresses of people outside of your school to the Recipient Email field. Ensure you only send email reports to people who comply with your data privacy and child protection policies and legislation.

Many of the email reports and notifications contain links to School Manager. Adding a recipient’s email address does not allow them to access School Manager. We recommend you verify the recipient has appropriate access to School Manager before adding the report or notification. 

Periodic Reports

Periodic Reports are summaries of daily or weekly activity and help recipients see trends and changes in trends. You can set up email summaries grouped by types of events, numbers of users, and volumes of network traffic types to be sent to any email address. 

Weekly ReportIT administrators and school leadership can find subtotals of network usage. The report includes lists and subtotals for your users and devices with the most network traffic, visits to apps and websites, and filtered requests. You can add a group filter to make the results more specific to the recipient’s needs.
Weekly Wellbeing ReportWellbeing staff, school leadership or teachers can review a user’s red flags, filtered content, blocked applications, and the devices that students used during the reporting period. Typically, you set this report to filter for a single user or a very small group of users.
Daily Filtering NotificationWellbeing staff, filtering administrators, and IT administrators can use the daily list of filtered activities with time stamps, usernames, websites or applications, referrer, device, and policy or filtering rules to make decisions about updating filtering rules or promoting online behavior initiatives to users.

 

Realtime Reports

Realtime Reports are emails triggered each time School Manager detects a filtering event you are specifically monitoring for. These individual emails are useful for flagging when prompt action may be needed for important issues ranging from highlighting incorrect class enrolment information to identifying an at-risk student who needs immediate behavioral support.

Teacher Modified Class Users EmailClasswize administrators and IT support can get an immediate message when a teacher has added or removed students from their Classwize classroom. If the changes are permanent, the data needs to be updated in to prevent the nightly sync from reverting the classroom enrollment.
Filtering Alert EmailWellbeing and leadership staff can be notified each time a user attempts to access a site from a custom list of blocked websites, applications or search terms. The custom alerts allow notifications about content not usually part of the Red Flag categories. You can enable the email by checking the Alert boxin any filtering block rule.
Red Flag Alert EmailWellbeing and leadership staff will receive an email each time a user triggers a Red Flag. Select the Flag(s) that you want the recipient to be notified of from the Red Flags drop-down list. 

 

Before You Start

Prior to adding any email notifications, you must ensure that any Content Filtering Rules you want to include in scheduled Daily Alerts or real-time Filtering Alerts have the Alert checkbox enabled.

Creating a New Report or Alert

  1. Go to Filtering > Reports and Alerts.
  2. Click ADD RULE. A blank row will be added to the top of the list.
  3. On the Operations column, click Edit (pencil icon).
  4. Type the recipient email address.

    Note

    You can only have one recipient per Report or Notification.

  5. (Optional) Select multiple Groups or a single User if you want to reduce the number of users in the report. Instead of reporting on all of the users in that group the report’s recipient has permission to monitor.
  6. Check the box next to the Periodic Report the recipient wants to receive.
  7. (Optional) You can click Test to send a sample of the selected Periodic Reports to your email. You will receive one email for each report selected. Use the sample email to verify that your users have the correct permissions to access any links included in the report.

    Note

    Realtime Reports do not have a test option.

  8. If you check the box for Red Flags, emails will be sent for all Red Flags.
  9. (Optional) You can select one or more categories to limit the emails to only specific categories of Red Flags.
  10. If you are adding Realtime Reports, you can check the box to Disable Rate Limiting to allow School Manager to send more than 50 emails per day to this recipient.
  11. Click SAVE.

Managing Rate Limiting 

By default, School Manager uses “rate limiting” to ensure recipients will receive no more than 50 emails from School Manager in a 24-hour period. The limit prevents School Manager rules from flooding a user’s inbox with automated messages. 

When School Manager has sent the maximum number of emails in a day, the user will receive an email from “filteralert@linewize.com” with the subject line  “Linewize Filtering Alerts Paused for (your device name)”. 

After the rate limiting has stopped sending individual, realtime emails, the email recipient can use the “View all violations” link. Alternatively, your user can sign into School Manager and go to the Cyber Safety > Blocked page.

An IT support can disable Rate Limiting when setting up or editing a Realtime Alert. However, we only recommend you disable Rate Limiting for high-priority issues and re-enable Rate Limiting when the recipient no longer needs it.

In addition to the subject lines mentioned in this guide, your users will be able to find the automated emails sent from School Manager by looking at the sender’s email address.

Scheduled or Triggered EmailSender’s Email Address
Filtering Alertfilteralert@linewize.com
Red Flag Alertredflags@linewize.com
Daily Filtering Notificationnoreply@familyzone.com
Weekly Reportweeklyreport@linewize.com
Weekly Wellbeing Reportweeklyreport@linewize.com
Advanced Search Reportsnoreply@linewize.com
School Manager Device and Network Connectivity Alarms alerting@linewize.com
Rate Limit Warningfilteralert@linewize.com

 

Tip

To help your school leadership and wellbeing staff manage a high-volume of emails, we recommend you help them set up email rules to move the notifications to a designated folder.

Editing Reports and Alerts Notifications

You can edit, stop or remove email notifications.

For example, in Australia many Pastoral Care and Leadership teams were receiving realtime alerts for activity only during the school hours. As our need to protect the devices 24/7 came about, the Realtime alerts became distracting and time consuming for schools to respond to. You can edit the alerts to limit notifications only to the students who need support in their digital-wellbeing journey. Once your staff feel the student is self-sufficient, you can remove the email notification.

Changing Notifications

  1. Go to Filtering > Reports and Alerts.
  2. Search for the Recipient's Email.
  3. Click Edit (the pencil icon) to turn on or off the current email notifications, but leave the user's name in the list.
  4. (Optional) Check to turn on or uncheck to turn off the Periodic or Realtime Reports.
  5. (Optional) If Red Flags is checked, you can click in the Red Flags box and search for specific Red Flags.
    • Click on the risk indicator to limit the realtime email to the specified category.
    • You can repeat the search to add other risk indicators.
    • You can click the X to the left of the risk indicator to remove it.
  6. Click Save when done.

Removing Notifications

  1. Go to Filtering > Reports and Alerts.
  2. Search for the Recipient's Email.
  3. Click Delete (the trash can icon) to permanently remove the user and all of their notifications.
  4. Select Delete Configuration at the confirmation window.