Jenzabar Help Hub

Data Definitions

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Use this page to manage address codes, alternate contact types, as well as phone carriers, masks, and types associated with contact information for individuals and organizations in J1 Web and Desktop. These definitions are available as options in the Phone and Alternate Contact fields on the Address tabs in J1 Desktop.

Note

Additional definition options will be available in future releases.

Prioritization options let you determine the order the system will use to find and utilize definitions as well as what order the options will appear in when being selected from a drop-down.

Address Codes are associated with ID Numbers in J1 Desktop. Multiple codes can be associated with an ID number, which lets you maintain as many addresses and contact methods as needed for individuals and organizations in the system. Jenzabar provides several address codes for you. They are identified with a lock icon and can be deactivated, but not deleted.

Note

Address codes and descriptions are stored in the AddressMaster table. Codes can be up to 3 alphanumeric characters and descriptions can be up to 60 alphanumeric characters.

Code

Description

*LHP

Legal/Home/Permanent

BUS1

First Business Address

BUS2

Second Business Address

*CUR

Current Address (Priority lookup only!)

RESH

Residence Hall

SUM

Summer Address

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Address Code.

  3. Click the Create button. The Create Address Code window appears.

  4. In the Code field, enter a recognizable code.

    Note

    Codes cannot exceed four characters.

  5. In the Description field, enter a brief code description. This can help users determine which address code should be used when selecting it in the system.

  6. From the Is Active? drop-down, select:

    • Yes to make the address code available for use. Active codes can be used in J1 Web as well as the Desktop.

    • No to keep the address code unavailable for use. Inactive codes cannot be used in J1 Web or the Desktop.

  7. Click the Create button. The Create Address Code window closes, and the Data Definitions page reappears with your code added to the list. New, active codes are immediately available in the Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Address Code.

  3. Use the Address Code Filter options to find the code you want to activate/deactivate.

  4. From the Active column, click the Yes or No button.

    Note

    To activate/deactivate multiple codes at the same time, select the code checkboxes and from the Options drop-down select Turn active off or Turn active on.

  5. Codes are immediately activated/deactivated.

  • Priority ordering controls what address code information is the most important.

Notice

If the *CUR (Current) address code is designated the highest priority and *LHP (Legal/Home/Permanent) the second highest priority, then when communications go out, the system uses the contact information associated with a recipient's current record. If contact information for *CUR doesn't exist, then the system uses the information associated with their *LHP record.

  • Display ordering determines what order the codes will appear when displayed as options in J1 Web and Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Address Code.

  3. To update display ordering:

    1. From the Edit Order drop-down, select Display Ordering. The Edit Display Order options appear.

    2. Use the following options to determine code display order:

      Note

      To drag and drop an item, hover the cursor over the up and down arrow icon for the item being moved until it turns into a hand icon. Then click and hold the left mouse button down and drag the item to where you want it.

      • From the Sort By drop-down, select Code and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

      • From the Sort By drop-down, select Description and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

    3. Click the Update button. The Edit Display Order options close and the options will appear in the new order.

  4. To update priority ordering:

    1. From the Edit Order drop-down, select Priority Ordering. The Edit Priority Order options appear.

    2. Use the following options to order the codes according to priority.

      Note

      To drag and drop an item, hover the cursor over the up and down arrow icon for the item being moved until it turns into a hand icon. Then click and hold the left mouse button down and drag the item to where you want it.

      • From the Sort By drop-down, select Code and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

      • From the Sort By drop-down, select Description and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

    3. Click the Update button. The Edit Priority Order options close and the options will appear in the new order.

Note

Jenzabar-provided codes cannot be updated.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Address Code.

  3. Use the Address Code Filter options to find the code you want to update.

  4. From the Actions drop-down, select Edit. The Edit window appears.

  5. Make the needed changes.

  6. Click the Save button. The Edit window closes, and the address code information is updated.

Note

Jenzabar-provided codes are identified with a lock icon Image shows a lock icon. and cannot be deleted.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Address Code.

  3. Use the Address Code Filter options to find the code you want to delete.

  4. From the Actions drop-down, select Delete. The confirm delete window appears.

  5. Click Yes, delete. The address code is deleted as well as any phone records that reference the address code for an individual or organization in the system.

Jenzabar-provided address codes cannot be deleted and are identified with a lock icon.

Yes, address codes created in J1 Web are available through the Desktop including the Name Entity window, Individual tab, Current Address field.

Alternate contact types identify the kind of contact information being associated with an individual/organization in J1 Desktop. They can include email addresses and different types of social media accounts. In addition to the alternate contact types Jenzabar provides, you can create as many types as your school needs.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Alternate Contact Type.

  3. Click the Create button. The Create Contact Type window appears.

  4. In the Code field, enter a recognizable code.

    Note

    Codes cannot exceed four characters.

  5. In the Description field, enter a brief code description. This can help users determine which code should be used when selecting it in the system.

  6. From the Is Email? drop-down, select Yes or No.

  7. From the Is Active? drop-down, select:

    • Yes to make the alternate contact available for use. Active codes can be used in J1 Web as well as the Desktop.

    • No to keep the alternate contact unavailable for use. Inactive codes cannot be used in J1 Web or the Desktop.

  8. Click the Create button. The Create Alternate Contact Type window closes, and the Data Definitions page reappears with your code added to the list. New, active types are immediately available in the Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Alternate Contact Type.

  3. Use the Alternate Contact Type Filter options to find the type you want to activate/deactivate.

  4. From the Active column, click the Yes or No button.

    Note

    To activate/deactivate multiple alternate contact types at the same time, select the code checkboxes and from the Options drop-down select Turn active off or Turn active on.

  5. Alternate contact types are immediately activated/deactivated.

  • Priority ordering controls what alternate contact information is the most important.

  • Display ordering determines what order the types will appear when displayed as options in J1 Web and Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Alternate Contact Type.

  3. To update display ordering:

    1. From the Edit Order drop-down, select Display Ordering. The Edit Display Order options appear.

    2. Use the following options to determine display order:

      Note

      To drag and drop an item, hover the cursor over the up and down arrow icon for the item being moved until it turns into a hand icon. Then click and hold the left mouse button down and drag the item to where you want it.

      • From the Sort By drop-down, select Code and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

      • From the Sort By drop-down, select Description and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

    3. Click the Update button. The Edit Display Order options close and the options will appear in the new order.

  4. To update priority ordering:

    1. From the Edit Order drop-down, select Priority Ordering. The Edit Priority Order options appear.

    2. Use the following options to order the codes according to priority.

      Note

      To drag and drop an item, hover the cursor over the up and down arrow icon for the item being moved until it turns into a hand icon. Then click and hold the left mouse button down and drag the item to where you want it.

      • From the Sort By drop-down, select Code and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

      • From the Sort By drop-down, select Description and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

    3. Click the Update button. The Edit Priority Order options close and the options will appear in the new order.

Note

Jenzabar-provided codes cannot be updated.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Alternate Contact Type.

  3. Use the Alternate Contact Type Filter options to find the code you want to update.

  4. From the Actions drop-down, select Edit. The Edit window appears.

  5. Make the needed changes.

  6. Click the Save button. The Edit window closes and the information is updated.

Note

Jenzabar-provided codes are identified with a lock icon Image shows a lock icon. and cannot be deleted.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Alternate Contact Type.

  3. Use the Alternate Contact Type Filter options to find the code you want to delete.

  4. From the Actions drop-down, select Delete. The confirm delete window appears.

  5. Click Yes, delete. The alternate contact type is deleted.

Why can't I delete certain alternate contact types?

Jenzabar-provided codes cannot be deleted and are identified with a lock icon.

Are alternate contact types created in J1 Web available in the Desktop?

Yes, alternate contact types created in J1 Web are available through the Desktop including the Name Entity window, Addresses tab.

A phone carrier is a wireless provider that supplies cellular connectivity services to mobile devices. Phone Carriers identify the kind of carrier associated with an individual/ organization's phone number in J1 Desktop and can include, for example, Alltel, AT&T, Bell, Boost, Cricket, Sprint, T-Mobile, U.S. Cellular, Verizon, etc.

In addition to the phone carrier Jenzabar provides, you can create as many phone carriers as your school needs.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Carrier.

  3. Click the Create button. The Create Phone Carrier window appears.

  4. In the Phone Carrier field, enter the name of the carrier.

  5. In the Description field, enter a brief description. This can help users determine which carrier should be used when selecting it in the system.

  6. In the Carrier Domain field, enter the carrier's domain name. Typically, domains are the cell phone's number--with the area code but without parenthesis or dashes--and then the carrier's domain.

    Notice

    Verizon's texting domain is number@vtext.com where 'number' represents the phone number and vzwpix.com represents Verizon's domain.

  7. From the Is Email? drop-down, select Yes or No.

  8. From the Is Active? drop-down, select:

    • Yes to make the carrier available for use. Active carriers can be used in J1 Web as well as the Desktop.

    • No to keep the carrier unavailable for use. Inactive carriers cannot be used in J1 Web or the Desktop.

  9. Click the Create button. The Create Phone Carrier window closes, and the Data Definitions page reappears with your carrier added to the list. New, active carriers are immediately available in the Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Carrier.

  3. Use the Phone Carrier Filter options to find the carrier you want to activate/deactivate.

  4. From the Active column, click the Yes or No button.

    Note

    To activate/deactivate multiple carriers at the same time, select their checkboxes and from the Options drop-down select Turn active off or Turn active on.

  5. Phone carriers are immediately activated/deactivated.

Display ordering determines what order the types will appear when displayed as options in J1 Web and Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Carrier.

  3. Click the Edit Ordering button. The Edit Display Order options appear.

  4. Use the following options to determine display order:

    Note

    To drag and drop an item, hover the cursor over the up and down arrow icon for the item being moved until it turns into a hand icon. Then click and hold the left mouse button down and drag the item to where you want it.

    • From the Sort By drop-down, select Code and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

    • From the Sort By drop-down, select Description and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

  5. Click the Update button. The Edit Display Order options close and the options will appear in the new order.

Note

Jenzabar-provided codes cannot be updated.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Carrier.

  3. Use the Phone Carrier Filter options to find the carrier you want to update.

  4. From the Actions drop-down, select Edit. The Edit window appears.

  5. Make the needed changes.

  6. Click the Save button. The Edit window closes, and the information is updated.

Note

Jenzabar-provided codes are identified with a lock icon Image shows a lock icon. and cannot be deleted.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Carrier.

  3. Use the Phone Carrier Filter options to find the carrier you want to delete.

  4. From the Actions drop-down, select Delete. The confirm delete window appears.

  5. Click Yes, delete. The phone carrier is deleted.

Phone masks determine how phone numbers associated with an individual/ organization are displayed/formatted in the system. They can include, for example:

  • Europe @@@@@@ @@@@@@

  • U.S. Short @@@-@@@@

  • U.S. Short with extension @@@-@@@@x@@@@@

  • U.S. with Area Code  (@@@) @@@-@@@@

  • U.S. with Area Code and extension (@@@) @@@-@@@@ x@@@@@

Phone masks are associated with phone numbers in the Desktop application. In addition to the phone masks Jenzabar provides, you can create as many phone masks as your school needs.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Mask.

  3. Click the Create button. The Create Phone Mask window appears.

  4. In the Phone Mask field, enter a recognizable code.

  5. In the Description field, enter a brief code description. This can help users determine which phone mask should be used when selecting it in the system.

  6. From the Is Active? drop-down, select:

    • Yes to make the phone mask available for use. Active codes can be used in J1 Web as well as the Desktop.

    • No to keep the phone mask unavailable for use. Inactive codes cannot be used in J1 Web or the Desktop.

  7. Click the Create button. The Create Phone Mask window closes and the Data Definitions page reappears with your code added to the list. New, active codes are immediately available in the Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Mask.

  3. Use the Phone Mask Filter options to find the mask you want to activate/deactivate.

  4. From the Active column, click the Yes or No button.

    Note

    To activate/deactivate multiple masks at the same time, select the code checkboxes and from the Options drop-down select Turn active off or Turn active on.

  5. Phone masks are immediately activated/deactivated.

Note

Jenzabar-provided codes cannot be updated.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Mask.

  3. Use the Phone Mask Filter options to find the code you want to update.

  4. From the Actions drop-down, select Edit. The Edit window appears.

  5. Make the needed changes.

  6. Click the Save button. The Edit window closes, and the phone mask information is updated.

Note

Jenzabar-provided codes are identified with a lock icon Image shows a lock icon. and cannot be deleted.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Mask.

  3. Use the Phone Mask Filter options to find the code you want to delete.

  4. From the Actions drop-down, select Delete. The confirm delete window appears.

  5. Click Yes, delete. The phone mask is deleted.

Jenzabar-provided phone masks cannot be edited or deleted.

Yes, phone masks created in J1 Web are available through the Desktop including the Name Entity window, Addresses tab.

Phone types identify the kind of phone number associated with an individual or organization in the system. Types include, but are not limited to mobile, land line, data, and fax numbers and are associated with an individual/organization in J1 Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Type.

  3. Click the Create button. The Create Phone Type window appears.

  4. In the Code field, enter a recognizable code.

    Note

    Codes cannot exceed four characters.

  5. In the Description field, enter a brief code description. This can help users determine which code should be used when selecting it in the system.

  6. From the Is Active? drop-down, select:

    • Yes to make the phone type available for use. Active codes can be used in J1 Web as well as the Desktop.

    • No to keep the phone type unavailable for use. Inactive codes cannot be used in J1 Web or the Desktop.

  7. Click the Create button. The Create Phone Type window closes, and the Data Definitions page reappears with your code added to the list. New, active types are immediately available in the Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Type.

  3. Use the Phone Type Filter options to find the type you want to activate/deactivate.

  4. From the Active column, click the Yes or No button.

    Note

    To activate/deactivate multiple phone types at the same time, select the code checkboxes and from the Options drop-down select Turn active off or Turn active on.

  5. Phone types are immediately activated/deactivated.

  • Priority ordering controls what phone type information is the most important.

  • Display ordering determines what order the types will appear when displayed as options in J1 Web and Desktop.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Type.

  3. To update display ordering:

    1. From the Edit Order drop-down, select Display Ordering. The Edit Display Order options appear.

    2. Use the following options to determine display order:

      Note

      To drag and drop an item, hover the cursor over the up and down arrow icon for the item being moved until it turns into a hand icon. Then click and hold the left mouse button down and drag the item to where you want it.

      • From the Sort By drop-down, select Code and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

      • From the Sort By drop-down, select Description and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

    3. Click the Update button. The Edit Display Order options close and the options will appear in the new order.

  4. To update priority ordering:

    1. From the Edit Order drop-down, select Priority Ordering. The Edit Priority Order options appear.

    2. Use the following options to order the codes according to priority.

      Note

      To drag and drop an item, hover the cursor over the up and down arrow icon for the item being moved until it turns into a hand icon. Then click and hold the left mouse button down and drag the item to where you want it.

      • From the Sort By drop-down, select Code and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

      • From the Sort By drop-down, select Description and then select Ascending or Descending from the Order By drop-down. You can further refine the order by dragging and dropping codes to where you want them in the list.

    3. Click the Update button. The Edit Priority Order options close and the options will appear in the new order.

Note

Jenzabar-provided codes cannot be updated.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Type.

  3. Use the Phone Type Filter options to find the code you want to update.

  4. From the Actions drop-down, select Edit. The Edit window appears.

  5. Make the needed changes.

  6. Click the Save button. The Edit window closes and the information is updated.

Note

Jenzabar-provided codes are identified with a lock icon Image shows a lock icon. and cannot be deleted.

  1. Access the J1 Web, System Administration, Data Definitions page.

  2. From the Definition Category drop-down, select Phone Type.

  3. Use the Phone Type Filter options to find the code you want to delete.

  4. From the Actions drop-down, select Delete. The confirm delete window appears.

  5. Click Yes, delete. The phone type is deleted.

Why can't I delete certain phone types?

Jenzabar-provided codes cannot be deleted and are identified with a lock icon.

Are phone types created in J1 Web available in the Desktop?

Yes, alternate contact types created in J1 Web are available through the Desktop including the Name Entity window, Addresses tab.