Example: Create a transcript of records
Step-by-step example for a transcript of records as a User smart document: personal data variables, a grades smart table grouped by semester with ECTS totals, page setup, and generation.
A transcript of records lists a student's modules, grades, and ECTS. In Fuxam you build it as a User template with a personal-data block and a grades Smart table that fills itself for each student.
Why it matters
A transcript is long and changes every semester. A smart table keeps it correct for every student, including the ECTS sums and the weighted average.
How it fits
See Document variables and data sources for how smart tables work in general.
Before you start
| Requirement | Detail |
|---|---|
| Feature and permission | Smart Documents (FuxamCMS package) and read-write:settings-service-contracts. |
| Object type | User. |
| Grades recorded | Test users with graded modules in their study plan. |
What to place
| Content | What to insert |
|---|---|
| Name | First Name, Last Name (Profile) |
| Date of birth | Date of Birth (Profile) |
| Student ID | Code (Profile) |
| Program | Study Program (Booking/Enrollment) |
| Enrolled since | Immatriculation Date (Booking/Enrollment) |
| Date of issue | Document Generated At (Time Tracking) |
| Grades | Insert → Smart table with the data source Study plan |
| Signature | Insert → Signature |
For the grades table, the data source Study plan provides grades, ECTS, and semester groups. The data source cannot be changed after you insert the table.
How to build the transcript
Create a User template under Settings → Communication & Documents → Documents → Create Template.
Write a heading and a two-column Table with the personal data variables above.
Choose Insert → Smart table and select Study plan. Then open Configure. Its steps are Data source, Columns, Filters, Grouping, Footers, and Page break.
In Columns, choose from Module, Module code, Grade name, Grade value, ECTS, Exam type, Status, and Semester. The demo template shows Module, Grade name, Grade value, ECTS, and Status.
In Grouping, set Term display to As group headers and turn on Show subtotals. In Footers, turn on ECTS sum (total) and Weighted grade average.
In Page break, turn on Repeat header on every page and Keep group together, with Minimum rows before break set to 3 as in the demo template.
Add a short grading legend as text, and a Signature block if the transcript must be signed (Mode: Pre-filled stamp or User signature).
In Page setup set the format and margins. Choose As user:, turn on Show sample data, use Preview, then Save. If Save blocked appears, fix the smart table data source first.
How to generate it
- Single user: Campus Management → User Management → [User] → Documents → Smart Document.
- Bulk: the Users table action Smart Document → Add Document to User(s). See Generate documents in bulk. Download Documents works for PDF templates only.
- Self-service: add the template under Self-Service Documents so eligible users can generate it.
Best practices
- Preview with a student who has many modules to see the page break.
- Show subtotals only when grouping by semester.
- Keep the columns short so the table fits your page width.
Common pitfalls
| Pitfall | How to avoid it |
|---|---|
| Empty table | The student has no grades in the study plan. The table shows a “no data” message. |
| Save blocked | Fix the smart table data source. |
| Table splits badly | Turn on Repeat header on every page and Keep group together. |
| Subtotals missing | They need grouping by semester. |
FAQ
Can I filter the table?
Yes. In Filters use Add condition.
Is the average weighted?
The Weighted grade average is ECTS-weighted across all modules.