Use the Institutional Reporting Definitions window to define Institutional Reporting report fields and map them to J1 values. You can add new and update existing agency, requirement group, report, and field information.
Jenzabar may supply default reporting agencies and subordinate information, for example, for Texas State Reporting; however, organizations can set up their own Institutional Reporting agency structures and map appropriate fields to J1 values.
The columns in the right panel change depending on which level you select or add in the left-panel tree. Columns are listed below under headings representing the left-panel tree selection.
Agency
J1 Desktop generates the APPID for the agency and displays it here.
Enter or update the agency's name as needed.
Displays the J1 Desktop license code associated with the Agency Name when the agency is included as default data required by the J1 Desktop license.
Deselect the checkbox if you want to make the listing inactive. This is an alternative to deleting the listing. Selecting the checkbox reactivates the listing.
When activating or deactivating a listing, you have the option of setting listings below it to the same status.
To control the order in which this agency appears in the tree, enter a numeric value for this and other agencies, as necessary. If not entered, the value is automatically set to zero. If entered, items on the same level appear in ascending Display Order.
Requirement Group
J1 Desktop generates the APPID for the requirement group and displays it here once the entry is saved.
Enter or update the requirement group name as needed.
The Agency APPID under which the requirement group was created appears here.
Deselect the checkbox if you want to make the listing inactive. This is an alternative to deleting the listing. Selecting the checkbox reactivates the listing.
When activating or deactivating a listing, you have the option of setting listings below it to the same status.
To control the order in which this requirement group appears in the tree, enter a numeric value for this and other requirement groups, as necessary. If not entered, the value is automatically set to zero. If entered, items on the same level appear in ascending Display Order.
Report
J1 Desktop generates the APPID for the report and displays it here once the entry is saved.
Enter or update the report name as needed.
The Requirement Group APPID under which the report was created appears here.
Deselect the checkbox if you want to make the listing inactive. This is an alternative to deleting the listing. Selecting the checkbox reactivates the listing.
When activating or deactivating a listing, you have the option of setting listings below it to the same status.
To control the order in which this report appears in the tree, enter a numeric value for this and other reports, as necessary. If not entered, the value is automatically set to zero. If entered, items on the same level appear in ascending Display Order.
Field
J1 Desktop generates the APPID for the field and displays it here once the entry is saved.
Enter or update the report name as needed.
Enter or update the maximum field length (1-63) as needed.
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The value should match the maximum size of the External Field Values. |
The Report APPID under which the field was created appears here.
Select the J1 table that will store your mapped report field's data.
Select the column in the J1 table that will store your mapped report field's data.
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The drop-down list is filtered based on the J1 Table Name selection. |
Select the column in the J1 table that holds the description of your code.
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The drop-down list is filtered based on the J1 Table Name selection. |
Deselect the checkbox if you want to make the listing inactive. This is an alternative to deleting the listing. Selecting the checkbox reactivates the listing.
When activating or deactivating a listing, you have the option of setting listings below it to the same status.
To control the order in which this field appears in the tree, enter a numeric value for this and other fields, as necessary. If not entered, the value is automatically set to zero. If entered, items on the same level appear in ascending Display Order.
External Field Values
This section contains the set of code values required for this Field in this Report in this Requirement Group for this Agency.
View or enter the code.
View or enter the description.
Enter the order in which this value should appear in relation to other values in the list.
Select if this value should appear in a drop-down list. Deselect if this value should not appear in a drop-down list.
Select to activate this value. Deselect to deactivate this value.
J1 Mapped Values
This section contains the J1 table codes or values to which the External Field Values are mapped.
View or select the code or value from the drop-down list.
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Agency |
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Requirement Group |
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Report |
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Field |
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Add Value |
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Delete Value |
Create Institutional Reporting
Report Fields and Map them to J1 Values
1. Access the Institutional Reporting Definitions window.
2. To add a new reporting agency
a. Right-click in the left panel and select Add Agency.
b. Enter the Agency Name.
c. To control the order in which this agency appears in the tree in relation to other agencies, enter a numeric value in the Display Order column. You may need to update the Display Order of existing agencies if there are any.
d. Save.
3. To add a new requirement group
a. Right-click on the appropriate agency and select Add Requirement Group.
b. Enter the Requirement Group Name.
c. To control the order in which this requirement group appears in the tree in relation to other requirement groups, enter a numeric value in the Display Order column. You may need to update the Display Order of existing requirement groups if there are any.
d. Save.
4. To add a new report
a. Right-click on the appropriate requirement group and select Add Report.
b. Enter the Report Name.
c. To control the order in which this report appears in the tree in relation to other reports, enter a numeric value in the Display Order column. You may need to update the Display Order of existing reports if there are any.
d. Save.
5. To add a new field
a. Right-click on the appropriate report and select Add Field.
b. Enter the Field Name.
c. Enter the Maximum Field Length.
d. Select the J1 Table Name.
e. Select the J1 Code Column Name.
f. Select the J1 Description Column Name.
g. To control the order in which this field appears in the tree in relation to other fields, enter a numeric value in the Display Order column. You may need to update the Display Order of existing fields if there are any.
h. Add an External Field Value.
i. Click
the Add Value 
icon to insert a row.
ii. Enter the code, description, and an integer for the order in which the value will appear in the drop-down list.
iii. If the value will appear in the drop-down list, select the In drop-down? checkbox.
iv. If the value will be active, select the Active? checkbox.
v. Save.
i. Add a corresponding J1 Mapped Value.
i. With the External Field Value still selected, select the appropriate value from the J1 Code or Value drop-down list.
ii. Click
the Add Value icon in the J1
Mapped Values section.
iii. Enter the appropriate value(s) in the row that appears.
iv. Save.
j. Repeat steps 5h. through 5i. for each additional value, as needed.
Deactivate an Agency, Requirement
Group, Report, and/or Field
1. Access the Institutional Reporting Definitions window.
2. From the left-panel tree, select the agency, requirement group, report, or field you want to deactivate.
3. From the right panel, deselect the Active checkbox.
4. Save.
A pop-up window appears asking if you wish to deactivate all of the
item's children.
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When deactivating an agency, requirement group, or report, you have the option of also deactivating all objects created under that item at the same time. |
Activate an Agency, Requirement
Group, Report, and/or Field
1. Access the Institutional Reporting Definitions window.
2. From the left-panel tree, select the agency, requirement group, report, or field you want to activate.
3. From the right panel, select the Active check box.
4. Save.
A pop-up window appears asking if you wish to activate all of the item's
children.
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When activating an agency, requirement group, or report, you have the option of also activating all objects created under that item at the same time. |
Delete an Agency, Requirement
Group, Report, and/or Field
1. Access the Institutional Reporting Definitions window.
2. From the left-panel tree, select the agency, requirement group, report, or field you want to delete.
3. Select Delete
from the right-click menu.
A pop-up window appears asking if you wish to delete the item and all
of its subordinate data.
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Setting an item to inactive (deselecting the Active checkbox) is an alternative to permanently deleting the item and its subordinate data. |
Update External Field Values
and/or J1 Mapped Values
1. Access the Institutional Reporting Definitions window.
2. From the left-panel tree, select the field you want to modify.
3. Edit the various names or field length as appropriate.
4. To add an External Field Value
a. Click
the Add Value icon to insert a row.
b. Enter the code, description, and an integer for the order in which the value will appear in the drop-down list.
c. If the value will appear in the drop-down list, select the In drop-down? checkbox.
d. If the value will be active, select the Active? checkbox.
e. Save.
5. To add a corresponding J1 Mapped Value.
a. With the External Field Value still selected, select the appropriate value from the J1 Code or Value drop-down list.
b. Click
the Add Value icon in the J1
Mapped Values section.
c. Enter the appropriate value(s) in the row that appears.
d. Save.
6. Repeat steps 4 and 5 for each additional value, as needed.
7. To delete an External Field Value
a. Select the field value from the External Field Values grid.
b. Click
the Delete Value 
icon to remove the row.
A pop-up window appears asking if you wish to continue.
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Deleting a value causes any mappings for the value to be deleted. |
8. To delete an J1 Mapped Value
a. Select the mapped value from the J1 Mapped Values grid.
b. Click
the Delete Value icon to remove the mapping
value.
Change the Display Order
of an Agency, Requirement Group, Report, and/or Field
1. Access the Institutional Reporting Definitions window.
2. From the left-panel tree, select the value whose display order you want to modify.
3. Edit the numeric value in the Display Order column. You may need to update the Display Order of existing items on the same level.
If you want a certain report to appear first among other reports in that requirement group, enter ???1??? or ???0??? for that report. Select the other reports, one by one, and enter a higher number for them.
4. Save.
