Jenzabar Campus Portal Features Help Hub

Desktop Common - Archive

Tip

Only releases with enhancements or resolved issues for this module have content below.

Enhancements
New Document Storage Features
  • Files associated with J1 Web and Desktop can now be saved to a designated network location. New internal storage options on the Desktop Document Configuration window let you to determine where the network files will be stored and the maximum number files that can be stored in them.

     

    The image below shows the new Internal Storage section where you can manage database and network storage options. It also shows the new External Storage Providers section which includes the same third-party configuration options available before just in a new location.

    2012_2_Desktop_CM_Document_Configuration.png

    Important

    There are no new function permissions associated with these new options (Group Permissions window). Users/user groups with permission to Document Configuration functions can access the new Document Configuration window options.

    To save files to a network location, the J1 Web machine must have full permission to the network folder and the folder must be shared to the J1 Web machine (Folder properties, Sharing and Security settings).

  • Document categories and types can now be saved to multiple storage locations. Previously, documents were either stored in the database or with an external third-party option. The internal and external options enabled on the Document Configuration window determine which locations will be available as storage options on the Document Storage Setup window. For example, you can enable network, database, and Docubase storage options and save Communication Management attachments to the network, Student Life documents in the database, and Financial Aid documents in Docubase.

     

    To determine where documents will be stored, use the new Storage Provider options on the Document Storage Setup window, Document Category and Document Type Definition tabs. If a third-party location is selected, new Externaldatabase and Externalcatalog columns show the database and catalog information associated with them.

     

    The images below show the new options and fields on the Document Storage Setup window.

    2012_2_Desktop_CM_Document_Storage_Setup.png

    Important

    There are no new permissioned functions associated with these new options. Users/user groups with permission to Document Storage Setup functions can access the new option on the Document Storage Setup window.

  • Clients can now integrate with more than one third-party external storage provider. Jenzabar currently integrates with Docubase, Feith, and Softdocs.

Updates to Data Privacy Request Requirements

Desktop now prevents users from selecting ID Numbers < 1 or with a NameMaster.APPID < 1 when they generate new data privacy requests. Additionally, the Forget Data option is not available for any Data Privacy Requests submitted in previous versions or via JICS for ID Numbers < 1 or with a NameMaster.APPID < 1.

Updates to Address Code Drop-down for Various Windows

The Address code options were updated for the following windows.

Desktop Window

Description of Change

Contact Types Available

Biographical Data > Donor Info tab

  • Current Address field

  • Address Work Field field

Removed phone records from address options

Address, Email

Biographical Data > Alumni tab

  • Current Address field

  • Other Address field

Removed phone records from address options

Address, Email

Biographical Data > Corporate Info tab > Company Address field

Removed phone records from address options

Address, Email

Emergency Contacts > Email Address field

Changed label for drop-down options to Email Type (was Address Code)

Email

Emergency Contacts

  • Home Phone field

  • Business Phone field

  • Mobile Phone field

Changed label for drop-down options to Phone Type (was Address Code)

Phone

Gift Data Entry > Address drop-down

Removed phone records from Address drop-down options

Address, Email

Create/View Vendor > A/P Current Address field

Removed phone and email records from drop-down options

Address

Student Subsidiary > Address Code field

Removed phone and email records from drop-down options

Address

Updates to Default Data for Address Mapping Tables

Default data for mapping user-defined address information now references the NameAddressMaster_UDF table instead of ADDRESS_MASTER_UDF. This change impacts the following windows in Desktop and updates the data mapping table references in the Campus Portal FormFlow – Forms and Form Builder features.

Desktop Window

Description of Change

Manage Mapping Tables

  • Available Tables drop-down: NameAddressMaster_UDF replaced ADDRESS_MASTER_UDF.

  • Mapping Columns grid: References NameAddressMaster_UDF instead of ADDRESS_MASTER_UDF.

Review Submission Mapping Details (from Internet Submissions)

  • Available Tables drop- down: NameAddressMaster_UDF replaced ADDRESS_MASTER_UDF.

  • Data Mappinggrid: References NameAddressMaster_UDF instead of ADDRESS_MASTER_UDF.

Caution

This change removes any mappings to user-defined address columns in your existing forms. You'll need to remap those columns and specify the correct address code for each mapping row. For more details about mapping columns, see the following topics:

Note

The form_data_mapping.form_data_mapping_ID values are not impacted by this change. If your school generates submission data with a customization outside of FormFlow or Form Builder that references the mapping tables instead of the form_data_mapping_id, the mapping table names must be updated to reference NameAddressMaster_UDF.

Resolved Issues

Issue

Description

RN21422

Emails sometimes showed code in the message body when Notepad was configured to use Rich Text Format and the user clicked the Send Email button after clicking the Customize Item button

RN25349

When email addresses were submitted via the Campus Portal (JICS) and processed using the Desktop, the email address appeared in the Street field of the Addresses tab and not in the Alternate Contacts section (Review Internet Submissions window).

RN25600

On the Name Entity window and Courses window, the Specify Retrieval Arguments window sometimes inadvertently popped up. This happened when users searched for a person but the criteria didn't find a match, or the user didn't select a result, and then left the field and returned.

RN26818

The J1_RemovePhone and J1_SetAddress stored procedures didn't insert or update data correctly under certain conditions.

Resolution Notes:

  • J1_RemovePhone has been updated to retrieve the Phone value as long as the ID_NUM and PhoneType are provided.

  • J1_SetAddress has been updated to recognize that the address is not present and insert the address when an ID_NUM has a Phone record for a PhoneType, and the J1_SetAddress is used to insert the address for an AddressCode that matches the PhoneType.

RN26919

On the Name Entity window's Addresses tab, manual changes to the Date Confirmed for an address were not saved. Instead, the current date was saved.

RN27088

On the Name Entity window, Addresses tab, some edits to the Street field weren't saved.

RN27275

On the Review Internet Submission window, Address tab, an error occurred when a form was submitted with a phone number, but without a corresponding hard-coded value in the name_master.mobile_phone_priva column.

RN27331

On the Review Internet Submission window, Address tab, the student's submitted phone number was incorrectly duplicated in the Phone section of the tab with submitted email address codes if the email address codes had matching Phone Type codes.

Enhancements
New Identifier Type for J1 Advancement ID

A new default identifier type is provided in the Identifier Types window. The J1ADV type code represents a J1 Advancement ID.

New and Updated Tables for Phone and Email Data

To prepare for the upcoming release of J1 Web Communications, this J1 version introduces new and updated tables for handling name, address, email, and phone information. Most of these changes take place behind the scenes in the database, but there are a few notable changes to the Address/Addresses tab of the following windows:

  • Biographical Data

  • HR Employee Master via Payroll and HR Employee Master via Personnel

  • Maintain Candidacy

  • Maintain Addresses

  • Name Entity

  • Student Information

  • Submission Detail (Process Interaction Submissions window, click Process)

E-mail, Mobile Phone, and Phone fields previously available on the Individual, Name, and Business/Organization tabs are now centralized on the Address/Addresses tabs in the new Phone and Alternate Contact sections.

New phone fields let you manage information such as start and end dates, phone carrier, texting capabilities, how the number will be masked, and verification designations. This information will help J1 Web Communication Management determine which numbers can be used to send text interactions.

New alternate contact fields let you manage email address and social media contact information such as start and end dates and verification designations. This information will help J1 Web Communication Management determine which preferred contact method can be used for sending interactions.

The following Name Entity window images exemplify how the Individual and Addresses tabs previously appeared and how the updated Addresses tab now appears.

Image shows the Name Entity window, Individual and Addresses tab with email and phone information highlighted in their previous locations.
Image shows the Name Entity window, Addresses tab with the new Phone and Alternate Contact sections highlighted.

Information submitted using the Process Internet Submissions window can also be reviewed in the new sections.

Image shows the Submission Detail window, Address tab with the new Phone and Alternate Contact sections highlighted.

Many of these new contact fields are managed on the new J1 Web System Administration, Data Definitions page. This new page lets you create, activate/deactivate, prioritize, and delete address codes, alternate contact types, phone carriers, phone masks, and phone types that can be associated with contact information in J1 Desktop. For more information, see the J1 Web, System Administration section.

This image shows the new J1 Web, System Administration, Data Definitions page with notes about priority options letting you tell the system what information to use first and that the page lets you manage what what information options are available in the Desktop.

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.

Key Database Updates

Note

Information in this section is intended primarily for System Administrators and does not affect most users. More detailed information about database changes for J1 version 2021.1 is available on the Jenzabar One Database page on MyJenzabar.

  • NAME_MASTER

    • Renamed NameMaster

    • No longer stores email address and mobile phone data. Email address information is now stored the new AlternateContactMethod table, and mobile phone information in the new PhoneMaster table. A new NameAddressMaster associative table joins NameMaster and AdddressMaster information. A new NamePhoneMaster associative table joins NameMaster and PhoneMaster information.

    • Last_name field now allows 60 characters, and the first_name and middle_name fields now allow 30 characters each. Organization names that are a combination of those fields can now be up to 120 characters.

  • ADDRESS_MASTER renamed AddressMaster and now contains a unique, single row for each address.

  • New NameAddressMaster table associates an AddressMaster row with a NameMaster row and indicates how the person is associated with that address (home, work, etc.).

  • AlternateContactMethod

    • New table that stores alternate contact information for an individual or organization such as email addresses and social media accounts.

    • Includes new columns: Start and End Date, and Status.

  • PhoneMaster

    • New table that stores unique phone number data.

    • Phone field now allows up to 30 characters and drops leading zeros to accommodate international numbers.

  • NamePhoneMaster

    • New table that associates PhoneMaster and NameMaster rows, as well as optionally associates NameAddressMaster rows.

    • Includes new columns: Associated with Address, Carrier, Contact Name, Country, Date Confirmed, Mask, Phone Type, SMS, Start and End Date, and Status.

Tip

Before upgrading, Jenzabar recommends evaluating your NAME_MASTER and ADDRESS_MASTER data.

Technical Resources

The following resources on MyJenzabar provide detailed technical information about the NAME_MASTER and ADDRESS_MASTER updates.

Resolved Issues

Issue

Description

RN12181

Users without InfoMaker installed were able to run a report from My Workspace, My Reports, but when they tried to save the results in an Excel 12 format, the Desktop application closed. The report results can now be saved in the Excel 12 format without closing the Desktop application.

RN19027

J1 Desktop help was not being set up correctly by the WAS installer. This scenario is no longer valid, as functionality in JICS CRMs via the WAS require that J1 Web be installed and running to provide information via web services. Running the J1 Web installer will register with the help server, which allows the J1 Desktop help links to work.

RN20316

To search for names by Birth Date from the ID Number column, users could only enter the date in the yyyy-mm-dd format. Other birth date formats such as mm/dd/yyyy can now be used.

RN20749

When a user connected using integrated login, if the UserID was different than LDAP User, then legal names did not show as expected.

RN13949

On the Name Entity window, when users updated the name of a business, they were given the option to update the business's legal name as well. Businesses do not yet have legal names in the system, and this caused problems with invoice payment processing if the user chose the option to update the legal name.

Enhancements
New Database Function for InfoMaker Reports

There are new database functions that allow InfoMaker to determine a user’s permission level for viewing campus or legal name.

  • f_get_legal_name uses an ID to look up either the legal name or the campus name in LFM format depending on user's access to the legal name

  • f_get_legal_name_suf uses an ID to look up either the legal name or the campus name in LFMSuf format depending on user's access to the legal name

  • f_get_legal_name_fml uses an ID to look up either the legal name or the campus name in FML format depending on user's access to the legal name

  • f_get_legal_name_floated uses two parameters, an ID number and a float type, and is used to look up either the legal name or the campus name depending on user's access to the legal name. It allows the f_name_floated function to be called using legal names instead of campus names.

If the name format passed in is 'B', then the name is floated in a business name format and the float_type parameter is ignored.

Possible values for float type for non-business names are: FMLS: First Middle Last Suffix PFMLS: Prefix First Middle Last Suffix LFMS: Last, First Middle, Suffix LFMSP: Last, First Middle, Suffix (Prefix) LSFM: Last Suffix, First Middle LSFMP: Last Suffix, First Middle (Prefix)

Notice

An example for calling this function would be f_get_legal_name_floated (ID, ‘FMLS’)

Resolved Issues
Enhancements
JRM Admissions Application Process Updated

Schools using Jenzabar Recruitment Manager (JRM) can now process new admission applications originating from JRM. Previously only schools using the Candidate feature could process new admissions applications.

In order for schools using JRM to process admission applications, they must assign the appropriate users to a group with permissions to process the Admissions Application – New submission types. Once the permissions are set up, those users can see the Admissions Application – New submission type on the Process Internet Submissions window.

Tip

Verify the user group granted permission to the Admissions Application – New submission type also has permission to access the Process Internet Submissions window (Group Definitions window, Permissions options).

Process Internet Submissions window with Submission Type highlighted.
New Provisions for ACT Superscore Submissions

New ACT guidelines allow students to submit Superscore composite scores to schools. Additionally, ACT allows remote proctoring for some tests. To accommodate these new options, Jenzabar added the Test Report Type and Test Location Type columns to the Desktop Test Scores window. The new columns are visible in all windows that utilize Test Scores data.

The Test Report Type column identifies the score as an Individual test score (default) or a Superscore.

Test Scores window, Test Report Type column.

Tip

If a student submits individual test scores and a Superscore, Jenzabar recommends that you add separate rows for the individual test sitting and the Superscore record.

Note

In the future, ACT will allow single subject test scores. Single subject scores will be included with the Superscore record from ACT, so they should be maintained in the Edit Test Scores windows for rows with the Superscore report type.

The Test Location Type column allows you to select testing locations for each test score.

Test Scores window, Test Location Type column.

Caution

If you plan to use the Admissions Import Utility to import ACT test score data, the Test Report Type and Test Location Type columns need to be added to your existing Database Profiles for uploading data. Use one of the folllowing methods to add the new columns to your saved profiles.

Option 1: Add Test Report Type and Test Location Types Columns to Database Profile After Import

  1. Use the script below to insert the Test Report and Test Location Type columns to your existing import profile after it has been imported.

    insert into iu_upload_criteria values ('IU_TEST_SCORES', 'TEST_REPORT_TYPE', 'Y', 'N', 'N')

    insert into iu_upload_criteria values ('IU_TEST_SCORES', ‘TestLocationTypeDefinitionInternalName’, 'Y', 'N', 'N')

  2. Save the profile to overwrite the previous file and add the new columns to the file. This ensures they are automatically available for the next import using that profile.

Option 2: Add Test Report Type and Test Location Type Columns to Database Profile Before Import

  1. Add the following lines to the end of your import profile file to insert the Test Report Type and Test Location Type columns for the next time the profile is loaded.

    IU_TEST_SCORES            TEST_REPORT_TYPE       Y            N            N

    IU_TEST_SCORES            TestLocationTypeDefinitionInternalName            Y              N            N

  2. Save the updated profile with the new rows before loading the profile into the Import Utility.

New Test Location Type Definition Window

There is a new Test Location Type Definition window to add, edit, and delete testing locations. This window is accessible from the following Activity Centers:

  • Settings - Admissions

  • Settings - Common

  • Settings - Registration

Maintenance permissions for the Test Location Type Definition window have also been added to the following groups:

  • J1_ADMANAGER

  • J1_ADMIN

  • J1_CMMANAGER

  • J1_REMANAGER

  • J1_TRAINEE

New Financial Aid Document Storage Category

Financial Aid is now a defined category in the Document Storage Setup window. When you select the Financial Aid row, you can then click the Document Category tab and the Document Type Definition tab to further define the document type, select owners, or create default categories within the document type.

Campus Name Impacts to Web Salutations

Jenzabar delivered several legal and campus name enhancement with 2019.4 that impacted web salutations. These changes mean several things that were not detailed in the 2019.4 Release News:

  • Web salutations no longer control how names are shown in the Campus Portal. Campus Portal users now submit name changes using Profile Setting options. These changes are reviewed using the Desktop Process Internet Submissions window and if approved, added and shown in accordance with the individual's preferences in both systems.

  • Web salutation codes no longer need to be associated with an individual or organization on the Desktop Name Entity window, Salutations tab.

For more detailed information about how legal names and campus names are now handled in the system and in conjunction with the Campus Portal, see the 2019.4 Release News information on MyJenzabar (https://www.myjenzabar.net/ICS/Portlets/ICS/Handoutportlet/viewhandler.ashx?handout_id=a504120b-8a93-441c-ab76-aafab6156bb6).

Resolved Issues

Issue

Description

196999

Process Internet Submissions was losing the context of which row to update when changes were saved in Review Internet Submission, and the new ID Number updated in a row that already had data in Process Internet Submission.

204387

User defined Processing for Online Submissions - the submitted data didn't display on unsaved tabs after the first tab's data was saved.

205542

Values in the Group ID drop-down were not sorted alphabetically.

207304

The Mass Add action did not correctly add Actions to the ITEMS table for each of the selected IDs.

Enhancements
Additional Name Updates
  • Users with the appropriate permissions can now update and delete additional names.

    Note

    As names are updated and deleted, keep in mind:

    • Each additional name must have a start date

    • You can have multiple names with the same name type, but only one can have an empty date. This ensures there is always an up-to-date name for the individual.

    • Users cannot delete all the names. At least one name must exist.

      Additional Names window with the Delete Row button highlighted.

    Note

    To enable this feature, grant the appropriate user groups access to the Additional Names Delete Button and Additional Names Edit Rows functions (Group Permissions window, Functions tab). This function must be enabled for J1_ADMIN groups.

  • Users with the appropriate legal name permissions now see an Update Legal Name? pop-up window when they change an individual's name. Depending on their permissions, this new window lets them apply the changes to the individual's current legal name and/or create a new legal name record in the system.

    Important

    To enable this feature, grant the appropriate user groups access to the Additional Names Delete Button and Additional Names Edit Rows functions (Group Permissions window, Functions tab). This function must be enabled for J1_ADMIN groups.

    Legal Name Change window with options to create a new Legal Name based on entered changes.
New Name Search Message Options

New options let users that don't have permission to view legal name information disable/enable the message that appears when they search for a name that has legal names associated with it. This lets users who frequently search for names not see the message repeatedly.

  • To disable the permissions notification, select the new Do not show this message again checkbox on the notification message.

    RN_2020_1_CM_sample_notificationpopup.jpg
  • To enable the permissions notification, select the new Show name search permissions checkbox on the User Preferences window. You can also disable the message by deselecting this checkbox.

    User Preferences window with Name Search Preferences option check.
New J1 Web Archiving Options Available

New archive options are available for J1 Web Registration on the Archive Configuration window.

Archive Configuration window.

REAttTasksMaxRecordArchive

RE Attendance Tasks Max Records To Archive

100000

REAttTasksLoopArchiveRecords

RE Attendance Tasks Loop Records Archive per pass

10000

REAttTasksInCompleteDays

RE Attendance Tasks Incomplete Number of Days

90

REAttTasksCompleteDays

RE Attendance Tasks Completed Number of Days

30

REAttTasks

RE Attendance Tasks

N

REAttTasksMaxRecordArchive

RE Attendance Tasks Max Records To Archive

100000

Incomplete registration tasks in the data table can be archived after 90 days. Registration tasks completed over 30 days ago can be archived.

Holds Icon Visible for Non-Student Name Types

The Holds icon is no longer limited to IDs with the STU name type and now displays in many windows next to the Name/ID for any ID with an active hold.

Maintain Candidacy window with Holds icon highlighted.
Resolved Issues

Issue

Description

121935

There were several issues with formatting Notepad action descriptors into RTF format documents.

172160

Several reports in JICS that show student grades were not honoring the grade blackout dates defined on the grading periods of the section.

183882

The Save All button on the Review Internet Submission window gave an error if there were fields included from the BIOGRAPH_MASTER_UDF table.

195964

The Current Address code was noted as a change when processing My Info submissions, but that should never be the case.

196503

Advanced Name Search performance became extremely slow if the criteria returned a large number of matching name records.

198663

Add/Copy/Delete Row buttons were missing from the Biograph tab, Ethnic/Race subtab (accessed from various windows).

198347

Degree History submissions row were not being displayed and the Create New button was not functional.

198482

A stored procedure for validating email addresses would not validate an email with one character before the @ symbol.

199377

A system error appeared when a user tried to add a single ID on the Manage Holds window, Mass Add/Remove/Delete Holds tab.

Action Required for Custom Queries:

Custom queries need to be updated. Using InfoMaker Design view, General Properties tab, rename the ‘name_format_suffix_view_last_first_middle_suf’ field to ‘name_format_suffix_view_name’ column instead.

199544

On the Merge Document window, the 'copy to datafile' filename defaulted to the merge document's filename, overwriting the merge doc.

200167

An error message appeared when using the name search after the Legal Name Search option was deselected on the Advanced Name Search window.

201462

The sunburst icons were continuing to display on Address tab fields of the Review Internet Submission window, even though the changes had been saved.

202227

Permissions to access legal name information were checked many times unnecessarily, which caused system issues. With this update, legal name permissions are now verified once and then retained in memory to eliminate the need to verify them repeatedly.

202596

The system crashed when the Daily Procedure was run and there were numerous Notepad actions.

202939

If the Admin set the Years to Retain value to 999 for certain EX Archive Categories, the process failed with an error: Arithmetic overflow error converting expression to data type datetime. Now the archive process modifies the 999 to 250.

203140

A change in the query plan engine of SQL Server 2016 impacted name search performance. A change to the query syntax resolves this issue.

205497

(Assign New Roommate modal) In some cases students were not being added to room when searching by roommate group.

205625

The AppId column was missing from Notepad User Defined forms, which is a problem since it's the primary key for tables going forward.

Enhancements
Automated and Scheduled Processes Improved

Automated processes such as Academic Recalculation and Compute Student Progress and all scheduled processes now run more smoothly. Previously, they were sometimes interrupted because of conflicts in the Windows Registry. As a result, J1 Desktop executable files would hang in memory without any CPU usage.

With this release, the conflicts are avoided. There's no change to the user interface or the database, just a more efficient logic behind the scenes.

New Columns Enable Student Withdrawals in the Campus Portal

To support students withdrawing from courses in the Campus Portal, we added several new columns in J1 Desktop. Some are in the Common module, and some are in Registration.

The Last Student Withdrawal Date column appears in four tabs of the Year Term Subterm window. Use it to limit when students (or the students in a particular web registration group) can withdraw themselves from the course sections in the selected term or subterm.

Tip

The withdrawal period begins after the census date, and it ends on the date you set here in the Last Student Withdrawal Date column.

RN_2019_5_YearSubterm_YearTerm.png

The Student Withdrawal Options drop-down appears in two tabs of the Year Term Subterm window. Use it to determine whether students in the selected term or subterm can withdraw from all courses, all but their last course, or no courses.

RN_2019_5_YearTermStudentWithdrawalOptions.png

See the J1 Desktop Registration topic for information about more columns added to support withdrawals.

Holds No Longer Limited to Students

Holds can now be deleted, removed, and added to any ID and not just students. This gives your school greater control over limiting processing for faculty, staff, other individuals, and businesses and organizations in your system.

What changed?

The Student Holds window is now the Manage Holds window and specific references to students on the Mass Add/Remove/Delete Holds tab and related windows have been updated to Individuals or Holds.

RN_2019_5_ManageHolds.png
RN_2019_5_MassRemoveHolds.png

Holds queries and reports now include any IDs and not just student IDs. This means your customized queries using the ‘student_master_id_num’ column must be updated in InfoMaker to use the ‘name_format_suffix_view_id_num’ column instead.

The following is an example of the query on the ‘Mass Add/Remove/Delete Holds’ tab with the updated column name:

RN_2019_5_nameformat.png

If you use the default query on the ‘Mass Add/Remove/Delete Holds’ and ‘Reports’ tabs to create new queries, Jenzabar recommends you keep the existing where clause statements to filter out rows where the id_num is null or is <= 0.

Updated Country Codes

Country codes have been updated throughout the system in accordance with recent International Organization for Standardization (ISO) changes. For a detailed list of ISO changes, see the ISO 3166 Country Codes site (https://www.iso.org/iso-3166-country-codes.html).

Refresh Button Added to Data Privacy Requests Window

You can now refresh the request list on the Data Privacy Requests window.

Data Privacy Requests window Refresh Request List button.
Resolved Issues

Issue

Description

177033

The Description field on the Transfer Entry window now allows 35 characters.

181018

The Name Entity window was allowing multiple organizations to be saved with the same Org Code.

187333

The Users screen was failing to save on an update if the same user was updated by the AD Sync process at the same time.

191336

The DDU was clearing the TABLE_DETAIL TBL_VALUE_ALT1 and TBL_VALUE_ALT2 columns for rows that are not 'gender', 'country', or 'citizen_of'.  Now The DDU only updates these columns if the customer's value is NULL, and the Jenzabar default data value is NOT NULL.

191884

Action Details and Action List Details windows did not update the audit columns for stop codes.

194370

The Submission tables now need to use a unique SUBMISSION_ID from a database sequence, which was added to resolve an issue with archiving Submissions.

Enhancements
New Campus Name Feature

2019.4 introduces Campus Name, which allows users to designate a name they prefer to be called on campus. This preferred campus name is now shown in name fields, processes, searches, and reports throughout Desktop, J1 Web, and the Campus Portal except where legal name is required. To keep legal name information private, new permissions have been added that control which user groups can view it.

New Alert Icon Campus Names

  • Provide an option for users to enter a preferred name that differs from their legal name. Examples include married and transgender names.

  • Now appear in all name-related fields, searches, processes, and reports throughout Desktop, J1 Web, and the Campus Portal except where legal name is required.

  • Entered by users from the Campus Portal My profile & settings options or administrative Desktop users. If a campus name is not entered, their legal name is displayed.

  • Anyone can see campus names; permissions are not required.

Updated Alert Icon Legal Names

  • Function as a user’s campus name unless the campus name is changed.

  • Appear in name-related fields, searches, processes, and reports throughout Desktop, J1 Web, and Campus Portal where legal name is required for users with the appropriate permissions.

  • Permission to view legal names is now required and managed using the new Additional Names Types window, Permission tab.

    Caution

    Users working with federal and state information and reporting where legal name information is required must belong to a user group with permission to view legal names. For steps on granting access, see the Additional Name Types help topic.

Note

Once installed, name changes are immediate. Ensure the appropriate users are granted access to legal name information immediately.

Campus Names
Process for Entering and and Updating Campus Names

Users access the Campus Portal, My profile & settings options to enter or update their campus name.

Caution

To use the new Campus Name feature, Version 9.2.2 or higher of the Campus Portal must be installed.

RN_2019_4_update_campus_name_JICS.jpg

Tip

Your school may consider announcing users can now submit a preferred campus name and provide steps on how to do it.

Once submitted, the campus name change can be reviewed from the Desktop Process Internet Submissions window. A new Additional Names tab on the Individual Submission Detail window also lets the user processing the request see a list of the person’s legal name changes.

Note

To view the Additional Names tab, the appropriate user groups must be granted access to the Additional Names function (Group Permissions window, Functions tab).

RN_2019_4_view_updates_process_internet.jpg

Campus names can also be entered or updated by administrative users in Desktop using the standard name update process. For example, an advisor with the appropriate permissions may update an advisee’s name during an advising session using the Desktop Name Entity window.

RN_2019_4_advisor_update_campus_name.jpg
Viewing Campus Names

Once the preferred campus name is processed or entered, it is shown in all name-related fields, searches, processes, and reports throughout Desktop, J1 Web, and the Campus Portal except where legal names are required. Campus names appear to all users throughout all platforms. New or updated permissions are not required.

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Note

With JICS 9.2.2., students' parents and guardians see their student’s campus name from the Campus Portal (My Student feature). With JICS 9.2.2., Patch 3 students' parents and guardians see their student’s legal name from the Campus Portal (My Student feature).

Impacts to Name Searches

Searches that show campus name and legal name will only be available to users with the appropriate permissions. Users with permission to view Legal Name can chose to search by Legal Name using the new Search Legal Name checkbox on the Additional Name Search Criteria window.

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Duplicate Name Search functions the same way, but now checks to see if a newly entered name matches an existing campus name or legal name. If the campus or legal name exists in the system, you can determine if the match is the same user and doesn’t need to be added with a new ID number or isn’t the same user and a new ID number should be created.

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Technical Details

Caution

To use the new Campus Name feature, Version 9.2.2 or higher of the Campus Portal must be installed.

To support this new feature, a new AlternateNameMasterNames table has been added and users’ legal names are now stored in the NAME_MASTER and AlternateNameMasterNames tables. This includes existing users and new users added to the system.

During the 2019.4 installation, NAME_MASTER rows are copied and inserted into the new Alternate Name Master table and associated with the Legal Name, Name Type. Legal names are considered campus names and displayed until a manual change is processed by a staff member using the Campus Portal My profile and settings options.

For detailed information about the new table, see the Tables and Columns section of the Online Help.

Setup Checklist

The sections above detail how to implement the new feature. The following provides a summarized checklist to help you get started.

  • Consider who at your school requires access to see legal name information and who needs to control access to legal name information, and ensure they belong to the appropriate user groups (Desktop Group Membership window).

    Danger

    Users who work with institutional, state, and federal reporting will not be able to access important information without the appropriate permissions.

  • Grant the user groups that need to control access to legal name information access to the Additional Name Types window (Desktop Group Permissions window, Functions tab, Additional Name Types function).

  • Grant the user groups that need to view legal name information access to the Additional Names window (Desktop Group Permissions window, Functions tab, Additional Names function).

  • Inform users they can now designate a campus name to be used across campus and throughout the system.

When a new user is added to the system, their legal name is used as their campus name until the user updates their campus name using the Campus Portal My settings and information options.

Typically users request an update to their campus name using the Campus Portal, My settings and information options; however, they can also be entered or updated by administrative users in Desktop using the standard name update process.

Note

Name change processes vary by school and users must have the appropriate access and permissions to make name changes. Refer to your institutional policy for name changes.

At this time campus names cannot be updated using J1 Web.

If a campus name isn’t entered, then the user’s legal name is used as their campus name and appears throughout Desktop, J1 Web, and the Campus Portal.

No, anyone with permissions to windows, screens, processes, and reports that include user names can see the campus name. This includes Desktop, J1 Web, and the Campus Portal.

Duplicate name search verifies the users permissions to view different name types and looks at current names in the Name_Master and AlternateNameMasterNames tables and permissions to determine which names match.

Name History works the same way it does now. It only shows updates to legal names stored in the Name Master table. Users that no longer have permission to see legal name will not see updates to legal names from 2019.4 and higher. If you are concerned a user or user group who shouldn’t see legal names from the Name History window, you may need to remove name history permissions for that user or user group.

At this time only legal name types are available. The ability to add name types may be available in a future release.

Update to the SSN Verified Option on the Name Entity Window

The Name Master now provides a warning message instead of an error message, allowing you to select SSN Verified even if no SSN exists. The warning message lets you know there is missing content in a verified field but still allow you to continue the process or cancel to make corrections.

Update to Data Privacy Stored Procedures

The two stored procedures that process data privacy requests, DataPrivacy_Data_Presence and DataPrivacy_Anonymize_Data, have been updated to include a number of tables that were inadvertently missed with the initial release.

Updates to the Data Privacy Requests Window
Export Data Function Added

An Export Data function has been added to Access Data requests. Click the Export Data button in the Data Privacy Requests window to save a copy of the user’s data to a secure location of your choosing. After the data is exported, the Access Data request’s status is changed to Completed and the Status Last Updated On and Status Last Updated By columns are updated. Users’ ability to export data is restricted based on permissions applied in the Group Definition window.

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Permissions Added for Forget Data Button

Permissions were added to the Forget Data button on the Data Privacy Requests window so that you can determine which Desktop users can run the DataPrivacy_Anonymize_Data stored procedure. Use the Group Definition window to give users permission to the forget data process.

Updates to Archive Internet Submission

The EXArchive_EXInternetSubmissions stored procedure has been updated to include the ability to archive data privacy request submissions. The EXArchiveConfiguration table for data privacy request internet submissions has been updated to default the archive category of Data Privacy Update Consent Requests to ‘Y’ and years to retain to ‘1’. The category of Data Privacy Access Data/Forget Data requests is set to ‘N’ and years to retain to ‘100’.

New Directory Service Username

A new Directory Service user name column (EXCHANGE_SERVICE_USERNAME) has been added to the database, which allows schools to now use SSO and the Exchange calendar functionality without user principal name (UPN) issues. This column will be added to the Desktop Users window in J1 Version 2019.5, which means updates to the column must be handled using SQL.

Resolved Issues

Issue

Description

170833

Email validation (FN_REGEX_VALIDATE) would not allow more than two periods on either side of the @ sign in an email address. The email validation function has been updated to allow any number of periods on either side of the @ sign, as long as no two periods are sequential characters.

174877

If a Notepad Event had only a Location and Building selected but no Room, a database error occurred.

180751

The WAS installer was failing to register the J1 Desktop database with the online help system unless J1 Web was installed and applied to the same ERP database.

181895

Active Directory (AD) users were unable to sign on to J1 Web while the AD Sync SQL Agent job was executing, temporarily inactivating users.

183794

EXArchive stored procedures were not updated to replace 'EX' with 'J1'.

186430

Default permissions to the Data Privacy Requests window for J1 application groups were not properly identified.

187250

The edit functionality on the Faculty Information window, Achievements tab, was applying changes to all rows, and the delete functionality was not working.

187259

After a user completed a form in the Campus Portal, and the form results were opened via the Internet Submissions window, the Individual Submission Detail window was showing the first and middle names switched even though they were correct in the database.

174553

The stored procedure controlling the Last Login Time for J1 Desktop was not appearing on the J1 Web Manage System Users page.

Enhancements
General Data Protection Regulation Compliance

The General Data Protection Regulation (GDPR) requires that organizations doing business with any person in or from the EU must alert the person to how their data is being collected, processed, and used and gather their consent. Individuals must be able to withdraw their consent as well as make other requests related to their data. Additionally, there are certain protections that companies must take to ensure that data is secure. With the 2019.3.1 release, we have made steps toward bringing the Jenzabar 1 products in compliance.

  1. Enabled encryption between the database and the webservers (both JICS and J1 Web) and Desktop. This is to ensure protection of the person's data as it moves across the internet. Your organization must take steps to enable SSL encryption.

  2. Created new form templates to give people a way to

    1. Give or deny consent for capturing, using, and processing their data.

    2. Request a copy of the data your organization has on them.

    3. Request that your organization forget their data so that it can no longer be used.

  3. Created a new Data Privacy activity center in J1 Desktop to track the various requests that have been made in a historical fashion and give a way to act on the requests. Two new windows, Data Privacy Consent Types Setup and Data Privacy Requests, make up the Data Privacy activity center.

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Resolved Issues

Issue

Description

144383

The Update Results and Rules window did not save changes when the user moved to the Results Rules Definition tab. Rows were added or deleted unexpectedly. Each tab now prompts users to save any changes before switching tabs.

157702

A SQL join construct was causing performance issues.

168150

Customizing the form behind the Military Service Master User Table tab resulted in an error. This has been resolved.

169385

Address updates in Campus Portal 9.2.1 did not display the submitter's name on the Process Internet Submissions window if it was not entered onto the submission. Now, if the submission name is missing, it is taken from NAME_MASTER.

170379

The FN_REGEX_VALIDATE function is returning an invalid status when the email address has 2 periods before the @ sign. This function has been updated.

171760

The AD Sync process failed when a computer account was a member of a security group that was also a member of the EXAPPUSERS_TMSEPRD group in Active Directory.

172205

When a user accessed J1 Desktop through a remote desktop connection, the default printer could not be selected from the File, Print menu.

Resolved Issues

Issue

Description

135404

In some cases, data elements were being displayed twice in the Review Internet Submission - Compare Data window. This has been resolved.

166146

When a user tried to save after entering a PESC EDI Test Code value an error appeared referencing a Foreign Key. The Foreign Key definitions were modified and the row now saves without error.

160773

The Manage Attributes window was updated slightly to help users see the attributes that had been selected and added, and to ensure that the Remove button is enabled once attributes have been added to the Selected Attributes grid.

Enhancements
Updates to Which Attribute Types Display to the User

Windows that are used to view and add attributes have been enhanced to display all of the attributes available for all of the user’s app_groups instead of only the ones assigned to the user's default app_group. This will enhance both the list of available attributes available to select when adding a new attribute, as well as the list of existing attributes that display for the ID number the user has selected. This functionality has been added to the following windows:

  • Attributes

  • Maintain Candidacy

  • Configure Flattened Attributes Table

  • Name Entity

  • Courses (Non-Traditional)

  • Donor Profile Reports

  • Review Internet Submission

  • Courses

  • Student Course Details

  • Student Information

  • Student Registration

SSO Updates
  • User’s directory service user names (DIRECTORY_SERVICE_USERNAME) are now replicated to ensure users can be correctly authenticated when using single sign on even when a school is using SQL authentication and not the AD-SYNC process.

  • Even when single sign on is enabled, users can override the SSO login process and access J1 Web directly using the SSO override J1 Web URL, i.e., http://<yourresource name>/J1Web?ssoOverride=logon_page. This allows users and J1WebAdmin to use the standard sign in options while setting up SSO.

Additional Enhancements
  • Email addresses can now include the plus sign. For example, homer.simpson+college@gmail.com is now an accepted email address.

Resolved Issues

Issue

Description

63207

The Review Internet Submission window and the Student Information window displayed errors (and generated errors in the local machine's Event Viewer) when the user saved information on the Student tab.

153496

The Exemption Waiver Definition window returned an error related to the Lower COA? field and was not correctly saving.

154893

When recalculating highest test scores manually for a batch of students, the process was only calculating the entrance/placement test scores for the last student.

155407

The Document Storage icon on certain windows next to the ID Number and Name fields was visible only if user had full permission (Module Function) on Document Master window. If the user had "View Only" permission, the icon was not displaying.

Enhancements
New Cloud Storage for J1 Desktop Help Files

With J1 2019.1, online help files are accessed and maintained from the new Jenzabar help file cloud server. This reduces storage burdens for your school, ensures you can always access the latest help, and allows Jenzabar to implement your feedback sooner. When your school installs or upgrades J1 Web, the Default Data Update (DDU) includes the J1 Web help connection information, including the cloud server URL and corresponding help version, which means no additional set up for your campus support team. When you access the help from J1 Desktop, your J1 Desktop credentials will authenticate your access without requiring you to reenter a user name and password. This process is secure and never communicates your credentials to Jenzabar’s cloud server.

Resolved Issues

Issue

Description

139478

During Review Internet Submission the State Residency tab is no longer available.

143216

The Update Results and Rules window for Rules Based Update did not assign inserted rows the appropriate sequence order. Inserted rows are now assigned the appropriate sequence number instead of being saved as the next available sequence number and appearing at the end of the existing rules. This saves the user time as they no longer need to reposition the inserted rule row by using the Move Up button.

147291

Errors occurred when attempting to delete a J1 Desktop user who was associated with attachment and/or comment reviews that had previously been reassigned to the TE_ADMIN logon.

148669

When some users with customized permissions clicked the "Customize" button, InfoMaker did not open as expected.