Communications Setup Checklists
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Pre-Implementation
This guide assumes these pre-implementation steps have been completed.
Complete the tasks in the Before You Get Started in Communications checklist detailed in the Pre-Implementation Guide for J1 Web Communications.
DNS set up with public DNS entries and valid records for your J1 Web server’s subdomain.
Valid SSL certificate issued by a Certificate Authority has been installed on the J1 Web server that can be used by Twilio and SendGrid. Self-assigned certificates are incompatible with Communications Plus.
Network firewall is configured to allow J1 Web to accept HTTPS requests.
J1 Web server is publicly available from the internet.
Students and staff have completed a contact update form to ensure messages are delivered correctly.
Document Storage permissions and allowed file types for Communications are set up.
Communications Plus clients have created and configured Twilio and SendGrid accounts.
Complete the Communications for Module Managers and Administrators training videos available on learn.jenzabar.com.
Installation
This guide assumes these installation steps have been completed.
Your school has upgraded to the latest version J1 Web and Desktop. You must be at least at Desktop Version 2021.2 as Communications requires key NAME_MASTER and ADDRESS_MASTER changes in that release. Installation information and installers are available on the MyJenzabar J1 Downloads pages.
Schools using Communications Plus and integrating with SendGrid and/or Twilio, applied the Communication Plus license during the J1 Desktop installation or upgrade.
Installers are available on the J1 Downloads page on MyJenzabar.com.
License keys are available from Jenzabar's Support Team.
Former Desktop Comment and CommentReview data has been converted to the new J1 Web Communications Management Conversations data model to streamline data into a single data model and code base. See the Conversion of Desktop Comment/CommentReview Data to Communications Conversations topic.
General Configurations
Add users to the appropriate Common and System Administration roles needed for them to access and complete items in this checklist.
Add users to the appropriate Communication Management roles (System Administration, Manage System Users and/or Manage System Roles).
Communications provides Base and Licensed roles. Base determines which users can access and work with different types of interactions, data sets, automation plans, schedules, and Notepad and Message archives. Licensed is available with Communications Plus and grants access to the Interaction Inbox and grants validation permissions.
Verify or enter the public facing J1 Web URL in J1 Web and ensure the field has https: selected (Core, System Administration, System Settings, Product Installs and Sign In page, J1 Web URL).
Ensure the appropriate contact definitions are active and prioritized in the order you want the system to use them. For example, if you make *CUR the first priority and *LHP the second priority, then when an email is sent, the system will look for an email address in the *CUR first. If an address isn't found, it will look for one in the *LHP.
Note
Email addresses are associated with individuals in J1 Web on the Person Information Details page, Contact Info tab and the Desktop's Name Entity window. Recipients must have an active, verified email address in the system to receive emails.
Determine the maximum number of pages allowed in a document merge download file (Communication Management, Settings, Document setting option).
This configuration determines the maximum number of pages that can be downloaded from a document interaction's output and saved in your document storage system or system file.
Set up interaction forwarding options (optional) (System Administration, Communications, To Do and Interaction Forwarding).
Users have the option to forward J1 Web tasks and messages to a selected email address from their general settings. They can only choose an email address in the Desktop application that is active and associated with an allowed domain.
Add allowed domains (System Administration, Communications, To Do and Interaction Forwarding setting).
Enable To Do and Interaction Forwarding (System Administration, Communications, To Do and Interaction Forwarding setting).
Grant J1 Web roles permissions to different module access codes (System Administration, Manage System Roles, Edit Role, Module Access tab).
Module Access Codes control who can work with different interactions based on the roles they belong to. Access codes are associated with J1 Web roles, and roles can have multiple access codes enabled. Adding a user to different roles grants them access to any interactions associated with the codes accessible to those roles.
Create non-templated interaction types to create and send note, email, text, and To Do interactions from the Create New Communication window throughout the system. During the testing phase, Jenzabar recommends deselecting the Do not allow duplicates for this record checkbox on the Basics steps of the Define Interactions process.
Every interaction created is associated with a code which categorizes interactions and helps with analytics. Jenzabar provides several default interaction codes that can be used for general purposes, but defining additional non-templated interactions let you further refine the different types of interaction codes that can be used.
Texting Configurations*
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Assign J1 Web users to the numbers you purchase (Communication Management, Settings, Texting Settings).
Determine how long incoming temporary attachments will be stored and where (System Administration, Communications, Attachment Files).**
Enter the welcome message you composed during the pre-implementation process. This will be the content of the first text recipients get after they opt to receive text messages from your school. Federal government guidelines require including information about opting out (System Administration, Communications, Texting Template).
Configure the texting grace period to control how long a shared number is locked when one assigned user is actively texting, preventing overlapping messages.
Ensure the appropriate phone carriers and types are active and prioritized correctly:
Ensure phone carriers your recipients may be using are available and active. Jenzabar provides commonly used phone carriers, but you can add others (Campus-wide Definitions, Contact Definitions, Phone Carriers).
Ensure the appropriate phone types are active and prioritized in the order you want the system to look for them when sending a text. For example, if you make *CUR the first priority and *LHP the second priority, then when a text is sent, the system will look for a phone number in the *CUR first. If a number isn't found, it will look for one in the *LHP (Campus-wide Definitions, Contact Definitions, Phone Types).
Note
Phone number associations are managed in J1 Web on the Person Information Details page, Contact Info tab and the Desktop (Name Entity window). Recipients must have an active, verified, SMS-capable number in the system to receive text messages.
Set up additional user permissions:
Verify users who will define text interactions are assigned to the Communication Management Base role and have the interaction permissions enabled. Jenzabar recommends granting these users add, edit, delete, view, and apply interaction permissions. Users that will only be sending/ responding to text messages do not need this level of permissions (System Administration, System Roles or System Users pages).
Assign users who will be actively texting constituents to the Communication Management Licensed role so they can access the Interaction Inbox. This step is optional as texts can be viewed and sent from the Interaction Inventory and Communication Feeds, but the Inbox provides a centralized location for working with texts and emails (System Administration, System Roles or System Users pages).
Ensure recipients have valid, verified, SMS-capable phone numbers.
There's no need to evaluate every potential recipient in the system. J1 Web lets you know when a text cannot be sent due to invalid or missing information.
Chatbot Configurations
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Verify Chatbot has been installed.
Work with your Chatbot Administrator to ensure Chatbot is set up to collect identifying information (individual's name and email address). If information is not collected, the conversation is not imported into J1 Web because it cannot be associated with an individual.
Establish a connection to Jenzabar Chatbot using the System Administration, Communications, Chatbot Integration setting. Your Chatbot URL and shared secret key are available in Chatbot on the Communication Integration page.
Enable Chatbot to reply to incoming texts (Communication Settings page, Phone Numbers tab, Actions button, Manage Chatbot option).
Enable Chatbot to import conversations into J1 Web:
Define Chatbot interactions that can be associated with Chatbot categories (Communications Management, Define Interactions or Interactions pages).
Assign the Chatbot categories to the appropriate Chatbot access codes and users (Communication Management, Communications Settings page, Chatbot tab).
*Communications Plus only.
** If you are a Jenzabar One SAAS or RSMS client, this step may already be handled by Jenzabar's Cloud Services team.