Adding Legacy and External Results

Use this workflow when a school needs to preserve a student’s result from before the school adopted Kralis, or a result received from another school. The goal is to create a properly contextualized record that can be reviewed and printed without pretending that Kralis calculated values that came from a paper document.

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Example scenario

A student has a hardcopy result from the 2024/2025 academic year. The school wants the record stored in Kralis and downloadable as a PDF, but the original document includes a position and class total that cannot be recreated from the current student population.

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Before you start

Collect the source document and confirm:

• the student’s name and identity
• the academic year and exact period
• class and section
• subjects and scores
• printed totals, positions, and class totals, where available
• whether the source belongs to the school (Legacy) or came from elsewhere (External)

Only an admin or another role with the required school-management and SRMS permissions should perform this process.

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Step 1: Create the past academic year

1. Open School Settings → Years.
2. Create the required year with its real start and end dates.
3. Confirm that the year name matches those dates, such as 2024/2025.

Use the period creation flow for a historical or otherwise non-sequential year. Do not alter a current year to make it represent an old record.

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Step 2: Create the student

1. Open Students and create the student record.
2. Enter the student’s identity details accurately.
3. Assign the class and section represented on the source document.
4. Save the student before creating the academic records.

If the student is no longer enrolled, keep the record long enough to finish the historical entry. Mark the student inactive after the result has been verified; do not delete the student, because the result needs its student relationship.

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Step 3: Create the annual record

1. Open SRMS → Results and switch to the annual view.
2. Choose the historical year, class, section, and student.
3. Create the annual record.
4. Set the annual origin to Legacy for an old school record or External for a record from another school/system.
5. Enter the annual scores and values available on the source document.
6. Enter the annual position and cohort-total overrides when the printed document contains them and those values cannot be calculated reliably.

The origin should be selected before entering override values. Override fields are intended for non-Native records.

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Step 4: Create missing subjects

Before adding a subject score, check whether the subject already exists in the school’s subject catalog.

1. Open School Settings → Subjects or the /subject page.
2. Search for the subject by name.
3. If it does not exist, create it with the correct name and school context.
4. Confirm the subject is available before continuing to the result.

Keep subject names consistent with the source document and the school’s existing catalog. Do not create a duplicate with a slightly different spelling.

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Step 5: Add term results when the source has them

If the document represents a specific term, open the annual record’s Results tab and select Add result. After the result is created, open Result Manager for that result to add the subjects and their entries.

1. Choose the correct term.
2. Use Legacy or External, or inherit the annual origin when that accurately describes the source.
3. Create the result.
4. Open Result Manager from the result page or the result’s action menu.
5. Use the Result Manager entry controls to add each subject that appears on the source document.
6. Enter the term scores and save the entries.
7. Enter a result total override when the source document provides a total that should be preserved instead of the calculated total.
8. Add position or cohort-total overrides when they are printed on the source document.
9. Save and review the result.

If the source is annual-only, do not create artificial term results just to fill the system. Create only the records represented by the source document.

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Step 6: Verify and print

Open the saved result using its result link and check:

• student identity
• academic year and term
• class and section
• origin badge
• scores and total
• preserved override values
• PDF layout and displayed values
• no attendance heatmap is shown for Legacy or External records

Correct the record before marking the student inactive.

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Step 7: Mark the student inactive

After verification, return to the student record and mark the student inactive if they are no longer enrolled. Inactive status preserves the student’s history while excluding them from normal active-student workflows. Related pages:

• Result Origins
• Generating and Reviewing Results
• Years and Terms
• School Settings