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Transcript Configuration Guide - Genius CE & Enterprise

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Overview

Genius CE & Enterprise supports transcripts — a record of a learner's enrollment history generated on demand from the learner portal. Transcripts use uploaded FastReport templates (.frx files) that the system populates with enrollment data at generation time.

This article covers how to configure transcript templates, assign them to affiliations for organization-specific branding, control which enrollments appear on transcripts, and manage how learners access their transcripts.

Note: For certificate configuration (documents awarded upon course, section, or program completion), see the "Certificate Configuration" article in the Knowledge Base.

 

Managing Transcript Templates

Navigation: Administration → System Setup → Transcripts

In the new admin UI, this page is also accessible at:

Navigation: Configuration → Transcripts

The Transcripts page displays all transcript templates in the system. Transcript templates use FastReport format (.frx files) rather than PDFs.

⚠ Warning: FastReport transcript templates must contain a data connection named exactly 'Connection' (a SQL Server data connection). If the connection has any other name, the transcript will fail to generate. This is a common cause of transcript-not-loading issues after uploading a new template.
Note: FastReport does not support Azure AD or Managed Identity connection strings. If your environment uses these authentication methods, transcript generation will fail. Contact Genius Support if you encounter connection errors related to authentication when generating transcripts.

The page shows a table with the following columns:

Column Description
Name The transcript template name. Searchable and sortable.
Affiliation The affiliation this transcript is assigned to (if any). Searchable and sortable.
Status Active or Archived. Filterable and sortable.
Actions Menu with Edit, Download, and Delete options.

 

To create a new transcript template:

  1. Click Add New Transcript in the top right corner.
  2. Upload the File — a FastReport template (.frx format, maximum 5 MB).
  3. Enter a Name for the transcript template (maximum 200 characters).
  4. Optionally select an Affiliation to restrict this transcript to a specific organizational unit (see "Assigning Transcripts to Affiliations" below).
  5. Set the Status to Active.
  6. Click Save.

 

Assigning Transcripts to Affiliations

Each transcript template can optionally be associated with an affiliation. When an affiliation is selected, that transcript is used for learners who belong to that affiliation. If no affiliation is specified, the transcript is available system-wide.

This allows organizations with multiple branches or departments to use different transcript layouts or branding per affiliation while maintaining a default transcript for everyone else.

Note: When transcripts are generated in bulk (rather than individually from the learner portal), the system may not apply affiliation-based template selection. Bulk-generated transcripts use the default template regardless of the learner's affiliation. Individual transcript generation from the learner portal correctly uses the affiliation-specific template.

 

Show in Transcript Flag

Both courses and enrollments have a "Show in Transcript" setting (Yes or No). How these settings are used depends on how the transcript template is designed:

  1. The built-in default template only checks the enrollment-level Show in Transcript setting. The course-level setting is not used by the default template.
  2. Custom transcript templates can check either or both settings. If your organization uses custom templates, the behavior depends on how those templates were designed.

To exclude a specific enrollment from transcripts, set the enrollment's Show in Transcript setting to No. To exclude an entire course, either update each enrollment individually or work with your template designer to update the transcript template to check the course-level setting.

 

How Learners Access Transcripts

Learners can view and download their transcript from the learner portal:

Navigation: Learner Portal → Transcript

The transcript page displays a preview of the generated PDF. The learner can click Download to save a copy. The transcript is generated on demand using the appropriate template based on the learner's affiliation.

 

Troubleshooting

Issue Possible Cause Resolution
Transcript not generating or showing error The .frx template file is invalid, too large, or the transcript template has been archived. Verify the template file is a valid FastReport .frx file under 5 MB. Check that the transcript template status is Active, not Archived.
Transcript fails to generate after uploading a new .frx template The FastReport template's data connection is not named 'Connection'. Open the .frx template in the FastReport designer and verify the data connection is named exactly 'Connection'. Rename it if needed, re-upload, and try again.
Transcript generation fails with a connection or authentication error The environment uses Azure AD or Managed Identity connection strings, which FastReport does not support. Contact Genius Support. Your environment may need a configuration change to support transcript generation.
Enrollment not appearing on transcript The "Show in Transcript" flag is set to No on either the enrollment or the parent course. Check the enrollment's Show in Transcript flag in the enrollment history. Also check the course-level Show in Transcript setting.
Learner seeing the wrong transcript template The learner's affiliation has a different transcript assigned than expected. Check which transcript is assigned to the learner's affiliation on the Transcripts configuration page. If no affiliation-specific transcript exists, the system uses the default.

 

Best Practices

  1. Name templates descriptively: Use names that include the context, e.g., "Official Transcript — Main Campus". This makes it easier to manage multiple templates.
  2. Archive instead of delete: If a transcript template is no longer needed, set its status to Archived rather than deleting it. This preserves the record while hiding it from active use.
  3. Test transcript generation with a real learner: After setting up a transcript template, generate a transcript for a test learner to verify the layout and data are correct before making it available to all learners.

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