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Settings Guide

Configure DEEPS for your institution.

Accessing Settings

Open settings via File → Settings... or press Ctrl+,

The settings dialog has multiple tabs:

Tab Purpose
Paths File paths for logos, JSON configs
Senate Documents Institution details, officials
Processing Data processing options

Paths Tab

Configure file paths for DEEPS resources.

Purpose: Displayed in document headers (Excel and Word documents)

Format: PNG image (recommended), JPG also supported

Recommended size: 200-400 pixels wide

Logo Tips

  • Use a transparent PNG for best results
  • Keep file size under 500KB
  • Square or horizontal logos work best

Units JSON

Purpose: Defines course units and their titles for your program

Format: JSON file with hierarchical structure

Example:

{
  "Year 1": {
    "Semester 1": [
      {"Unit Code": "EMT1101", "Unit Title": "Engineering Mathematics I"},
      {"Unit Code": "EMT1102", "Unit Title": "Engineering Drawing"}
    ],
    "Semester 2": [
      {"Unit Code": "EMT1201", "Unit Title": "Engineering Mathematics II"}
    ]
  },
  "Year 2": {
    // ...
  }
}

Unit Assessments JSON

Purpose: Defines assessment breakdown for each unit

Format: JSON file with patterns and unit mappings

Example:

{
  "assessment_patterns": {
    "standard": {
      "description": "CAT 30%, Exam 70%",
      "cat": 30,
      "exam": 70
    },
    "with_labs": {
      "description": "CAT 20%, Labs 20%, Exam 60%",
      "cat": 20,
      "practicals": 20,
      "exam": 60
    }
  },
  "units": {
    "EMT3101": "standard",
    "EMT3102": "with_labs"
  }
}

Rules JSON

Purpose: Engineering rules for citations in senate documents

Format: JSON file with rule codes and full text

Example:

{
  "eng_15_d": {
    "code": "ENG. 15 (d)",
    "title": "Staying Out / Retake",
    "full_text": "A candidate for Bachelor of Science in Engineering who fails more than two units..."
  },
  "eng_13_a": {
    "code": "ENG. 13 (a)",
    "title": "Supplementary Examination",
    "full_text": "A candidate who fails in one or two units..."
  }
}

Senate Documents Tab

Configure institution details for official documents.

Institution Information

Field Example
Institution Name Dedan Kimathi University of Technology
School School of Engineering
Department Department of Mechatronic Engineering
Program BSc. Mechatronic Engineering

Academic Year

Field Example
Academic Year 2024/2025
Current Semester Semester 1

Signing Officials

Role Example
Chairperson Dr. Jane Doe
Dean Prof. John Smith
Registrar Mr. Peter Johnson

Meeting Details

Field Example
Board Name School of Engineering Board of Examiners
Meeting Date (Set when generating document)
Venue (Set when generating document)

Processing Tab

Configure data processing behavior.

Mark Thresholds

Setting Default Description
Pass Mark 40 Minimum mark to pass
Distinction 70 Minimum for distinction
Maximum Mark 100 Upper bound for validation

Student ID Format

Setting Example
ID Pattern E###-##-###
ID Column Name REG NO, Reg. No., Registration

Processing Options

Option Description
Auto-calculate totals Sum mark columns automatically
Validate marks Flag marks outside expected range
Skip empty rows Ignore rows without registration number

Saving Settings

  • Click OK to save and close
  • Click Apply to save without closing
  • Click Cancel to discard changes

Settings Location

Settings are saved to ~/.config/deeps/settings.json

Resetting Settings

To reset to defaults:

  1. Close DEEPS
  2. Delete or rename ~/.config/deeps/settings.json
  3. Restart DEEPS

Backup First

Export your settings before resetting if you want to restore them later.

Import/Export Settings

Export Settings

  1. Open Settings
  2. Click Export...
  3. Save the JSON file

Import Settings

  1. Open Settings
  2. Click Import...
  3. Select previously exported JSON file

Sharing Settings

Export and share settings files to configure multiple DEEPS installations identically.

Common Configuration Questions

Where do I get the Units JSON file?

Create one based on your program's curriculum, or contact your academic department for a template.

Can I use different logos for different documents?

Currently, DEEPS uses one logo for all documents. Set the most commonly used logo in settings.

How do I add a new unit?

Edit the Units JSON file to add new units. DEEPS reads this file each time you process.

Settings aren't saving?

Check file permissions on ~/.config/deeps/. The folder and files need write permission.